Job Description

Position Title: Administrative Assistant III-I, Business Support Services

Reports To: Business Support Services Lead

Description of Position:

The Business Support Services Administrative Assistant III-I provides centralized administrative services across the Delaware Department of Education through the Shared Administrative Services model. This position supports multiple teams, workgroups, leaders, programs, projects, and agency initiatives based on Department priorities, workload, and service needs. Work includes calendar and meeting coordination; document preparation; records and correspondence management; customer service; financial, purchasing, travel, and reimbursement processing; project and event support; and related administrative operations. The position works within established procedures, manages multiple assignments, protects confidential information, and contributes to consistent, responsive, and efficient administrative service delivery across the Department.

Major Responsibilities:

Agency Wide Administrative Support

• Provide responsive administrative support to assigned Department teams, workgroups, leaders, programs, projects, and initiatives.
• Receive assignments, confirm scope and deadlines, communicate progress, and complete requests accurately and on time.
• Coordinate calendars, meetings, conference rooms, virtual meeting logistics, agendas, materials, attendance records, notes, and follow-up items.
• Prepare, format, edit, proofread, and distribute correspondence, reports, presentations, spreadsheets, forms, and other documents.
• Answer, screen, and route calls, emails, visitors, and service requests while providing professional customer service.
• Maintain electronic and paper files, shared mailboxes, distribution lists, trackers, records, and document repositories.
• Support events, committees, interviews, trainings, and projects through scheduling, communications, materials preparation, and logistical coordination.

Financial Management

• Prepare and process routine-to-moderately complex transactions in First State Financials, including requisitions, purchase orders, vouchers, reimbursements, and related documentation.
• Process travel requests, approvals, reservations, expense documentation, and reconciliations in accordance with State and Department procedures.
• Support purchase-card administration and monthly reconciliation by collecting receipts, confirming documentation, and following up on missing information.
• Review documents for basic accuracy, completeness, required approvals, and supporting records before submission.
• Maintain logs and follow up on outstanding transactions, invoices, reimbursements, approvals, and other items; escalate discrepancies or delays when appropriate.

Shared Services Operations

• Use established intake, tracking, documentation, and service standards and maintain awareness of recurring deadlines for assigned offices and initiatives.
• Provide backup coverage during absences, vacancies, peak workloads, and special initiatives and participate in cross-training and team meetings.
• Protect personnel, student, financial, legal, executive, and other confidential information and exercise sound judgment.
• Identify routine process issues and recommend practical improvements to templates, checklists, trackers, and workflows.

General Duties

• Collaborate with office staff to ensure appropriate office and phone coverage is available during business hours.
• Provide professional customer service and support to both internal and external partners.
• Perform other duties as assigned.

Essential Qualifications:

Education: Minimum high school diploma or GED; some college coursework preferred.

Experience:

• Minimum one (1) year of administrative, secretarial, office support, customer service, financial processing, or related experience.
• Experience preparing business documents, coordinating meetings and schedules, maintaining records, and supporting multiple customers or functions preferred.
• Experience with First State Financials (FSF) and financial, purchasing, travel, or reimbursement processing preferred.
• Experience in government, education, or another complex organization preferred.

Skills:

• 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 collecting, compiling, tracking, and communicating 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.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, Teams, OneDrive, and SharePoint; ability to learn other Department systems and tools.

Salary:

Salary Range: $50,717.60-$74,649.00 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.