Office Manager
Office Manager - State of Delaware
Recruitment #061026-UAAZ11-350700
Salary Yearly: $42,713.00/Min
Agency
DHSS/Social Services
Location(s)
Canby Park:
(1920 Maryland Ave, Wilmington, DE, 19805)
Contact Name
DHSS Talent Acquisition
Contact Phone
302-220-5830
Make a Difference with DHSS
Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.
We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.
For more information, please visit https://dhss.delaware.gov/dhss/ today!
Summary Statement
As Office Manager, you’ll play a key role in ensuring the efficient operation of the organization’s office environment for both Canby Park Office and Churchman Corp Center. You will oversee all aspects of office management, including providing administrative support to staff, drafting communications, coordinating workflow, preparing reports, record management and maintaining inventories. By resolving issues and ensuring compliance with policies and procedure, you will contribute to driving continuous improvement of office processes.
Essential Functions
Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.
- Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.
- Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.
- Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.
- Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.
- Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.
- Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.
- Maintains and participates in modernization of information systems or databases.
- Drafts, manages, and distributes communications and other materials for public and/or internal use.
- Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.
- Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
- Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
- Performs other related duties as required.
JOB REQUIREMENTS for Office Manager
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
- Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
- Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
- Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
- One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.
Additional Posting Information
The State of Delaware recognizes the value of telework and flexible working schedules. This position is eligible for Alternative Work Schedules according to the State of Delaware’s Alternative Work Arrangement Policy. More information will be shared at the time of interview.