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Position Title: Administrative Assistant I, School Support Services
Reports To: Director, School Support Services
Description of Position: The Administrative Assistant I carries out a variety of activities in support of general administrative services such as budgeting, word processing, purchasing, record keeping, and telephone communications for the School Support Services Workgroup.  Work involves creating word processing documents, creating and maintaining databases, spreadsheets, and creating original presentations typically using a standardized software package. Administrative Assistant I, School Support Services, supports functions for multiple Education Associates managing complex and diverse federally and state funded programs covering school climate and safety, out of school time programs, school health services, students in foster care, military connected students and students experiencing homelessness.  
Major Responsibilities:
 

        Provide administrative support for Program Staff:

• Perform general secretarial duties to include but not limited to photocopying, scanning, email correspondence and management, faxing, mail distribution, filing, archiving and shredding;
• Create and modify various documents and spreadsheets using Microsoft Office;
• Maintain Outlook calendars in current and accurate status;
• Coordinate meeting and web meetings or conference calls as needed, including handling technology needs, room reservations, meals, associated budget accounting, and creating/mailing agendas and notices;
• Prepare meeting materials and assist with the development of PowerPoint presentations;
• Record minutes at various meetings, distribute and archive them appropriately;
• Coordinate large mailings;
• Obtains, organizes, reviews and edits a variety of documents, including technical and administrative material necessary for public information or department use.  Collects and compiles data to prepare reports and provide supporting documentation;
• Maintain appropriate files in compliance with Department requirements and procedures;
• Answer phones promptly and use good judgement to prioritize the distribution of messages in a timely manner;
• Greet visitors, respond to questions, and direct them appropriately. 

        Financial Support for Program Staff:

• Maintain financial documents in the First State Financial System;
• Prepare purchase orders, payment vouchers, reimbursements, credit card reconciliation, and subgrants;
• Review and edit a variety of documents such as contracts, memorandums of agreement, memorandums of understanding and subgrants;
• Provide financial accountability support for budgets for which the Director and workgroup Program Managers are responsible.  This involves being familiar with and following the internal accounting control procedures of the Department.

        General Duties:

• Assures effective coordination of operational functions;
• Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program, and project activities;
• Perform other duties as assigned.

Essential Qualifications:
Education: High school diploma or GED required; Associate degree in business, accounting or related field preferred.
Experience: 

• Secretarial/administrative support experience.
• Experience in First State Financials preferred.
• Proficient in Microsoft Software to include Word, Excel, Outlook, PowerPoint, Google Suite, One Drive, SharePoint, and Teams.
   
  

Skills:

• Proficient in using technology and AI in daily work
• Ability to analyze and review data for accuracy and make suggestions for improvement
• Knowledge of administrative and office-management principles, practices, procedures, and customer-service standards.
• Working knowledge of routine financial processing, purchasing, travel, reimbursement, records, and document-management practices.
• Ability to organize work, manage multiple assignments, meet deadlines, and adapt to changing agency priorities.
• Ability to follow standardized procedures, recognize exceptions, and seek guidance or escalate issues appropriately.
• Skill in preparing and proofreading accurate, professional documents, spreadsheets, presentations, correspondence, and meeting records.
• Skill in collection, compiling, evaluating, and analyzing information from multiple sources.
• Strong written, verbal, interpersonal, and customer-service skills with the ability to work effectively across organizational levels.
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion.
• Ability to thrive in a fast-paced environment focused on serving others.

Salary:  
Salary Range: $44,870.60-$64,980.00 annually. The final salary will be determined based on the candidate's education and experience in accordance with the Department of Education's compensation policy.  The position includes a comprehensive benefits package including health, dental, and vision insurance, participation in the state retirement program, annual, sick, and personal leave, and supplemental benefits options. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.
Notes:  
A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position's key duties and responsibilities and follow any other instructions as defined by his/her supervisor.  
The Delaware Department of Education is an equal opportunity employer and does not discriminate in its employment practices or educational programs, services or activities based on race, color, religion, sex (including pregnancy), national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, veteran's status or any other legally protected category. Inquiries should be directed to the Human Resource Office, 401 Federal Street, Suite 2, Dover, DE 19901.  Phone: 302-735-4030.