State of Utah · 3 days ago

Administrative Assistant

Full-time

Remote

Entry Level

$22/hr - $25/hr

2+ years exp

Maximize your interview chances

GovernmentInformation Technology

Insider Connection @State of Utah

Discover valuable connections within the company who might provide insights and potential referrals.
Get 3x more responses when you reach out via email instead of LinkedIn.

Responsibilities

• Strong organizational skills and attention to detail: + Calendar Management, managing the Division Director’s schedule, coordinating meetings, interviews, appointments, and travel arrangements. + Travel Coordination, arranging domestic travel itineraries, including flights, accommodations, and ground transportation. + Record Keeping, maintaining organized and accessible files, both physical and electronic, ensuring compliance with record retention and privacy policies. Archive files promptly when appropriate. + Legal Filing and Records Management, meticulously tracking and organizing division legal filings, ensuring all documents are properly stored and easily retrievable. Preparing official records of legal proceedings when required, maintaining accuracy and adherence to legal protocols. + Financial and Inventory Management, processing invoices and payments, ensuring timely and accurate bill payment. Ordering and maintaining office supplies, tracking inventory levels to prevent shortages and ensure efficient use of resources.

• Excellent verbal and written communication skills: + Handling phone calls, emails, and inquiries from colleagues, other government officials, and the public. + Drafting, editing, and proofreading letters, memos, and other documents on behalf of the Division Director.

• Ability to multitask and prioritize effectively in a fast-paced environment: + Meeting Preparation, prepares agendas, materials, and presentations for meetings. Taking accurate minutes during meetings and distribute them to relevant parties.

• Strong work ethic and commitment to public service: + Board and Commission Support, assisting in coordinating the recruitment, application, and appointment processes for the Division's commissions and board. Communicating effectively with potential candidates, board/commission members, and relevant officials, ensuring a seamless and transparent selection process.

• Ability to work independently and as part of a team: + Board and Commission Meeting Management, coordinating and facilitating board and commission meetings, ensuring compliance with all relevant laws and regulations. Working closely with the Division’s legal analyst to prepare meeting materials, agendas, and minutes, and to address any legal or procedural questions that arise.

• Ability to maintain confidentiality and exercise discretion: + New Hire and Employee Transitions, coordinating the onboarding process for new hires, including paperwork, equipment setup, and introductions. Managing offboarding procedures, ensuring a smooth transition for departing employees and proper handling of State property.

• Resourcefulness and initiative, with a professional demeanor and positive attitude: + Special Projects, assisting with special projects and initiatives as assigned by the Division Director.

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Microsoft Office SuiteCalendar ManagementTravel CoordinationRecord KeepingLegal FilingFinancial ManagementGoogle SuiteParalegal Certification