Executive Secretary

The Department of Health and Human Services is looking for a highly skilled and motivated individual to fill an Executive Secretary role for the Office of Early Childhood. This position provides administrative support to the Office Director, management and office staff. 


Responsibilities:

• Coordinating and scheduling projects and/or activities 
• Supporting the Office Director and team with administrative duties and functions
• Supporting the Division of Family Health and collaborating with the Offices under this Division  
• Creating and editing written materials, including word documents, spreadsheets, PowerPoint presentations, etc.
• Participating as a member, or acting as a facilitator on committees, workgroups, subcommittees or special task forces 
• Acting as a liaison between the Office of Early Childhood and other agencies, work units, organizations, etc.
• Coordinating/scheduling meeting or conference rooms and making arrangements for speakers, meals, equipment, etc. 
• Maintaining calendars, scheduling and coordinating appointments and travel arrangements 
• Performing routine accounting duties; and tracking legislation or other current events
• Completing any necessary purchase and/or procurement requests for the Office or Division

Minimum Requirements:

• Experience taking minutes, writing letters and correspondence
• Experience with Google and Microsoft office suites and calendar experience
• Experience using databases, computer programs and systems
• Ability to present and set up meeting information in an organized and professional manner
• Ability to communicate information and ideas in an organized manner, clearly, concisely, verbally, and in writing
• Experience with ordering office supplies and equipment
• Confidence and competence in Excel and or other spreadsheet programs
• Knowledge of community resources and ability to refer to those contacts
• Experience working and coordinating with the public
• Experience of an office assistant
• Proficiency in recording, writing minutes and correspondence 
• Proficiency in use of computers, office equipment, and technology
• Excellent organizing, filing, record management, daily operation and execution skills
• Attentive, prompt, and responsive to due dates and deadlines and customer service
• Ability to multi-task and manage multiple projects simultaneously

Preferred Qualifications:

• Extensive knowledge of Public Meeting law and rules
• Extensive knowledge of procurement laws, policies and procedures

Schedule:

• The typical work schedule for this position is Monday - Friday from 8:00AM - 5:00PM.
• In-office days are Monday and Tuesday as well as on an as needed basis. 
• Remote days are generally Wednesday - Friday.
• This position is currently a hybrid of both in-office and remote work days. Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion at any time and for any reason.

Why You Should Join Our Team:
This is your chance to affect a real change in Utah's future. This is an opportunity for a new career which rewards your knowledge, professional abilities, caring nature, and efforts. The Office of Early Childhood promotes and enhances positive growth, development, and learning for every Utah child from birth through age 8. Who wouldn't want to be part of such a rewarding program?


The Agency:
To learn more about the Division of Family Health, click HERE.

• Continued employment is contingent upon the successful completion of a fingerprinting background check.
• This position is a time limited position (Schedule TL) that may convert to career service (Schedule B) in the future.
• 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.

Salary : $16 - $25