Administrative Secretary - Right of Way

The Utah Department of Transportation (UDOT) is looking for a motivated person to work closely with the Right of Way Division and provide administrative support. You will serve as the focal point for either the Right of Way Division for advanced agency assignments. You will exercise independent judgment, use creativity in office specialties, and use professionalism in an office setting. This position requires program knowledge and its related processes, procedures, policies, and goals which enables the employee to support the assigned division by answering correspondence, managing schedules, setting up and organizing conferences/workshops, travel, budget, explaining policies and programs, and working with other support staff. You will determine the most effective way of meeting the needs of the assigned division, clients or customers. You will maintain files electronically, analyze, summarize and review data and make recommendations to improve processes for transparency and efficiency.

Principal Duties
As an Administrative Secretary, you will:

• Take minutes of meetings and produces document in final format to include action items and assignments. 
• Assist with preparation of discipline work task orders and review of consultant invoices.
• Assist with travel arrangements, tracking travel approvals,  and compiling expense reimbursements.
• Track and respond to requests for information.
• Assist with updates to the assigned division's website.
• Track training and certifications within the division.
• Assist with updating and managing databases.
• Track hardware and software status, needs, and cost.
• Order supplies, procuring small purchase items, and tracking costs, while understanding and complying with state procurement rules. 
• Help with set-up and orientation of new division employees.
• Coordinate with internal, other state agencies, and external stakeholders including local agencies.
• Maintain calendars; schedules and coordinates appointments, meetings, travel, etc.
• Write or draft correspondence, reports, documents, and/or other written materials; edits written material for accuracy, format, and arrangement of material.
• Review incoming correspondence; initiate replies as appropriate; route matters requiring action by staff or other organizations and follows up to ensure actions are completed.
• Assist with assembling presentations including graphics, charts, and images.
• Perform other day-to-day clerical and/or administrative support tasks such as answering the phone, greeting/directing visitors, taking and relaying messages, filing, scanning, and maintaining and organizing electronic filing systems/document management.

Minimum Qualifications
In order to qualify, you must:

• Have at least 5 years of related experience.
• Have experience using Google Suite applications (Google Docs, Sheets, Slides, Drive, etc.).
• Be self motivated, proactive, organized and detailed with tasks.
• Be customer service oriented.

Preferences
Preference may be given to those with one or more of these experiences:

• High level administrative duties in the engineering or transportation field.
• Real estate research and transaction experience.
• Data management or accounting/bookkeeping experience.

Knowledge, Skills, & Abilities
Here are some of the knowledge, skills and abilities that are typically associated with the job, though not all-inclusive:  

• administrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription systems, forms design principles, and other office procedures and terminology
• use automated software applications
• use Microsoft suite of products (i.e. Word, Excel, PowerPoint, Adobe Acrobat) and Google suite of products (i.e. Sheets, Forms, Docs, and Slides)
• deal with people in a manner which shows sensitivity, tact, and professionalism
• enter, transcribe, record, store, or maintain information in either written or electronic form.
• communicate fluently in English
• establish, organize and/or maintain files
• make a decision or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions
• applicable laws, rules, regulations and/or policies and procedures
• principles, practices and procedures of an office environment
• speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• assemble, sort, and/or distribute documents, supplies, and/or materials/items
• review and/or edit documents for accuracy and completeness
• laws governing access to public and private records (Government Records Access and Management Act)
• arrange, coordinate, or schedule time and details
• use computer word processing software
• communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
• agency and/or organizational program(s)
• monitor or track information or data
• grammar, spelling and punctuation
• perform work with careful attention to detail

Supplemental Information
Here is some information you should be aware of:

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
• Employee may be reassigned to a different location as deemed necessary by the Region Director/Group Leader.

Why Should You Join Our Team?

The work we do matters. If you want to make a positive difference doing meaningful work, this is the right place for you. Our mission statement is, “Enhance quality of life through transportation.” We define quality of life through a framework of Good Health, Connected Communities, Better Mobility, and Strong Economy. We help the State of Utah and its traveling public to get to where they want, when they want, in the way they want -- and we make sure they can do it safely. 

 

You will become part of a team with an internal culture of Trust, Teamwork, and Flexibility. Our organization lives by the values of Respect, Integrity, and Caring. If these are your values too, you'll be a great fit. 

 

Aside from working for a cause-driven, cutting edge agency that is leading all other transportation departments in the nation, you will receive great health and retirement benefits. Working for the State of Utah provides a positive work-life balance. Click here to view a summary of the benefits we offer.

The Agency

UDOT is a strengths-based organization, which means its approach is based on identifying and developing individual and organizational strengths. Our philosophy is to address challenges by bringing our strengths to each situation and create the best solutions. Candidates are encouraged to be familiar with their strengths and consider how they may potentially be of benefit to the roles for which they are applying. UDOT uses the CliftonStrengths Assessment, but there are multiple strengths assessment tools available online, and no formal assessment is required.

For more information on the Utah Department of Transportation please click here. For more information about the Right of Way Division, click here.

Salary : $16 - $30