Executive Secretary

The State of Utah's Department of Health and Human Services is seeking a highly skilled Executive Secretary for the Office of Early Childhood. This role provides essential administrative support to the Office Director and team, coordinating projects and managing various office functions.

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

Skills

• Proficiency in recording, writing minutes and correspondence
• Proficient with Google and Microsoft office suites and calendar experience
• Confidence and competence in Excel and or other spreadsheet programs
• Ability to type at 60 words per minute
• 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
• Experience setting up audio and video equipment for conferences and/or council meetings
• 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 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
• Extensive knowledge of Public Meeting law and rules
• Extensive knowledge of procurement laws, policies and procedures
• Knowledge of Utah's early childhood system
• Familiarity with federal grant funding

Benefits

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

Company Overview