Executive Assistant This position is Exempt from the State of Delaware Merit System

Introduction 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 This position provides comprehensive administrative support to two Deputy Secretaries and staff while serving as backup to the Executive Assistant supporting the Cabinet Secretary and Chief of Staff within the DHSS Office of the Secretary. Responsibilities include tracking workflow, coordinating executive schedules, managing administrative priorities, and ensuring timely completion of assignments. This position provides administrative support by responding to constituent inquiries, consolidating and formatting weekly reports from Division Leadership, preparing maintenance requests, ordering office supplies, monitoring the resource mailbox, and processing travel applications, maintaining records, facilitating communication across divisions, and supporting the efficient daily operation of the executive office.

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.

• Represents the agency on behalf of a top-level executive by interacting with internal and external executives and other leadership, the Office of the Governor, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public.
• Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems, and receives and disseminates directives.
• Provides guidance and consultation to officials, employees, and the public on policy questions and administrative matters and keeps the executive informed of sensitive issues and potential problems.
• Screens and prioritizes the executive’s mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by others for signature; composes and signs correspondence or composes replies for the executive’s signature.
• Recommends improvements to operating practices, policies, and procedures to ensure smooth and efficient office operation.
• Maintains the executive’s daily engagement calendar, screens requests for appointments, and notifies the executive of action taken.
• Arranges staff, board, committee, commission, and other meetings, conferences, hearings, travel, press releases, and similar activities.
• Collects, compiles, and rearranges materials and pertinent information based on priorities and consultation with the executive.
• Plans, coordinates, and directs office activities and/or special projects. Researches, compiles, and evaluates data for studies, reports, and special assignments.
• Prepares and formats official documents, correspondence, and reports, containing technical terminology and confidential or sensitive information.
• Maintains personal, confidential, and follow-up files.
• May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion.
• Performs other related duties as required.

Job Requirements JOB REQUIREMENTS for Executive Assistant Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• 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 rese…