State of Delaware

Introduction

Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State.

In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion.

Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more.

Summary Statement

The Delaware Department of Justice is seeking an in-person Administrative Specialist III to support the Executive Director and operations of the Victims’ Compensation Assistance Program (VCAP) with the Administrative Division. 

In summary, this position provides technical and administrative support in a variety of operational areas to the Executive Director of the Victims’ Compensation Assistance Program. This position is primarily responsible for handling telephone coverage and setting up new claim files. This Administrative Specialist will have extensive contact with the public on a daily basis and, therefore, this position is 100% in-person with no ability for remote work. 

This Administrative Specialist will apply VCAP laws, rules, regulations, policies and procedures in maintaining and processing information. Will create and type official VCAP correspondence, coordinate meetings, create and maintain claim files using a database software package; create and maintain spreadsheets, create original presentations using software packages. Will establish tracking and monitoring systems and conduct follow up to ensure effective resolution of matters. 

This Administrative Specialist will also be responsible for a variety of activities in support of VCAP’s finances such as reviewing and processing billing, budgeting, accounting, purchasing, and other related activities; creating and processing payment voucher documents; and creating and maintaining databases and spreadsheets.

This Administrative Specialist will obtain, organize and draft technical and administrative material necessary for public information or departmental use. Collect and compile data to prepare reports and provide supporting documentation. Will analyze routine operating practices and procedures and make recommendations to ensure smooth and efficient office operations. Will maintain and control data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, VCAP and project activities. At this Administrative Specialist III level, this position may be asked to serve as a lead worker or a coach to other administrative support staff. In addition, will be expected to handle other duties as assigned by the Director of VCAP. 

Preferred Qualification

Applicants who meet the essential job requirements but lack the preferred qualifications are still eligible for consideration.

• Work experience in processing claims payments, preparing payments vouchers and working in First State Financials (“FSF”) or other accounting systems to process payments, preferred. 
• Knowledge and experience in the criminal justice field, preferred. 

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

• Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
• Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
• 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.
• May oversee or supervise lower level employees. 

Job Requirements

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

1. Two years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
2. Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
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.

Additional Posting Information

• Please be sure to upload a recent copy of your resume, as you complete the application process for this posting.
• This position is exempt from the State of Delaware Merit System. 
• This Administrative Specialist will have extensive contact with the public on a daily basis and, therefore, this position is 100% in-person with no ability for remote work. 

Conditions of Hire

• Criminal background check: A satisfactory criminal background check is required as a condition of hire. 
• Direct deposit of paychecks is required as a condition of hire.
• Applicants must be legally authorized to work in the United States.

Benefits

Department of Justice Benefits Include:

• May be eligible Loan forgiveness (State and Federal).
• State of Delaware healthcare plan.
• State of Delaware pension plan.
• Over 4 weeks of vacation per year.
• 3 weeks of paid sick leave per year.
• 12 weeks of paid parental leave.

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process. To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.