Administrative Specialist II

JOB VACANCY

ADMINISTRATIVE SPECIALIST II

ENTRY LEVEL SALARY:   $36, FULL-TIME

OFFICE LOCATION: DOVER, DE

OPENING DATE:  10/29/ CLOSING DATE:  11/12/2025

Looking for a career with excellent benefits?

As part of the DSHA team, you will have immediate access to health, vision, and dental insurance, vacation and sick leave, paid holidays, tuition assistance, fitness reimbursement, retirement plan, and more while working to further DSHA's mission of providing safe, affordable housing.

This non-state position that reports jointly to the Chief Administrative Officer and General Counsel.  The Administrative Specialist II provides technical and administrative work in support of an agency's business, programs, projects and operations. Administrative Specialists carry out a variety of activities in support of general administrative needs as well as budgeting, accounting, purchasing, human resources and related activities for agency operations.

Work involves creating, reviewing and maintaining documents, purchase orders, spreadsheets and presentations typically using standardized software packages such as but not limited to Word, Access, Excel and Power Point. Creating and producing these support documents requires applying advanced technology skills.

Work also includes updating, entering, modifying, retrieving and reporting on data within a database.  The extent to which positions use computer applications will vary due to work assignments. 

Essential Functions

• Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information. 
• Creates and maintains official agency documents databases; spreadsheets; and original presentations.  Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.  
• Assures effective coordination of operational functions.  
• Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters. 
• Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.  Collects and compiles data to prepare reports and provide supporting documentation.   
• Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation. 
• Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
• Manages, opens, stamps, and distributes department mail.
• Provides phone coverage for agency administrative staff including "front desk."
• Obtains information used to make recommendations to supervisor(s).
• Keeps superior apprised of issues and accomplishments, follows up and tracks work flow and resolves problems relating to procedures and deadlines.
• Coordinates administrative details with the agency's other sections and/or with other principal contacts of state/federal agencies and private businesses. 
• Maintains and oversees calendars and schedules for supervisor(s).
• Assists in budgetary tracking, execution of purchase orders, and other general billing.

Levels of Work

The administrative specialist work consists of organizing and coordinating administrative activities in support of a variety of operational areas. Administrative positions are typically responsible for support services of a diverse and complex nature.

• Composing correspondence, memos/documents, formatting and creating tables and graphs, creating presentations and reports, and merging information. 
• Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet, querying, developing, and printing reports, recording/arranging data, creating charts/graphs, creating and using macros in addition to general spreadsheet manipulation & management.
• Database applications typically require creating and maintaining the database as the sole support, performing calculations, embedding objects, designing, creating and editing file structures, sorting or filtering tables, querying, etc. 
• Presentations typically require developing layout, outlining, making slide presentations, and creating handouts.

Knowledge, Skills, and Abilities

• Knowledge of operations, services, programs and agency.
• Knowledge of program policies, procedures, and requirements.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Knowledge of administrative support principles, practices and procedures.
• Knowledge of grammar, punctuation, spelling and composition.
• Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
• Skill in applying basic and advanced tools used in word processing applications.
• Skill in applying the tools used in creating and modifying software applications.
• Skill in independently performing and coordinating diverse agency/program administrative tasks to ensure completion of projects and work assignments.
• Ability to establish and maintain effective working relationships.
• Ability to understand, explain and apply rules, regulations, policies and procedures.
• Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
• Ability to communicate effectively with staff, employees and public.
• Ability to exercise prioritize and multi-task challenging schedules, projects and work.
• Ability to exercise good judgement, confidentiality, integrity, and professionalism.

Minimum Job Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. One year experience in performing clerical and administrative tasks such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
2. One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
3. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data
4. One year experience in using standard computer software programs for word processing, spreadsheets or databases.
5. Experience in legal administrative work preferred but not required

THIS POSITION REQUIRES THE SUCCESSFUL COMPLETION OF A CRIMINAL BACKGROUND SCREENING AND A VALID DRIVER'S LICENSE.

BENEFITS

These include up to 15 vacation days and 15 sick day leave accrual, up to 13 paid holidays a year, liberal retirement benefits, immediate access to paid health, short- and long-term disability, and life insurance plans and voluntary dental, vision, and various supplemental benefit options.

APPLICATION PROCEDURES:

Applications must be completed by the closing date on our website  (Click on About Us, Employment, Click Here to View All Current Openings, Select job, Scroll Down & Click Apply Now.) Contact: e-mail: 

      DSHA IS AN AFFIRMATIVE ACTION AND EQUAL OPPORTUNITY EMPLOYER.

As an equal opportunity employer, DSHA provides an employment environment that supports and encourages the application of all persons without regard to race, color religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  Please call DSHA at or with any questions or requests. TTY/ ASCII/ VOICE/VCO users may utilize the Telecommunications Relay Service (TRS) at

DIRECT DEPOSIT OF PAY IS A CONDITION OF EMPLOYMENT. FAILURE TO AGREE TO PARTICIPATE IN DIRECT DEPOSIT WILL RESULT IN THE WITHDRAWAL OF OFFER OF EMPLOYMENT. DSHA HAS A LAG PAY SYSTEM.