State of Utah

Compensation

Full Description

OHS Administrative Assistant The Department of Workforce Services (DWS) is seeking a motivated and skilled individual to join the Office of Homeless Services (OHS) for the position of Administrative Assistant. The employee in this position reports to and has a close and confidential relationship to the State Homelessness Coordinator, housed in the Governor’s Office of Planning and Budget, the Assistant Director of the Office of Homeless Services who reports to a member of the DWS Executive Directors' Office, the Utah Homelessness Council, and Utah Homeless Network members. A partial telework schedule may be available. Principal Duties The Office of Homeless Services (OHS) Administrative Assistant is responsible for: • Administratively supporting the State Homelessness Coordinator, Assistant Director of the Office of Homeless Services, the Utah Homelessness Council, Utah Homeless Network, and OHS Staff. • Providing advanced administrative support including hosting webinars and virtual board meetings on different platforms such as ZOOM and Google Meet. • Acting as a resource to provide information or determine the most effective way of meeting the needs of management, staff, and other customers. • Coordinating and acting as a liaison between agency or work unit and other agencies, work units, organizations, and suppliers. • Writing or drafting correspondence, reports, documents, meeting minutes, public postings on the public notice website, and other written materials. • Reviewing incoming correspondence; initiating replies as appropriate; routing matters requiring action by staff or other organizations and following up to ensure actions are completed. • Analyzing, summarizing and reviews data; reports findings, interprets results and makes recommendations. • Scheduling and coordinating appointments, meetings, facilities, meals, equipment, in-state and out-of-state travel for executive leadership and staff and follow-up as needed. • Staffing various boards, councils, committees, and task forces to coordinate agency activities and facilitate agency goals and initiatives. • Performing basic accounting duties to include supply or equipment expenditures and tracking of inventory. • If required, supervising subordinate personnel including hiring, determining workload, and delegating assignments, training, monitoring, evaluating performance, and initiating corrective or disciplinary actions. • Performing other duties as assigned. The ideal Candidate The model applicant for this position is someone who: • Has previous experience providing administrative support to a senior level executive. • Is self-motivated and can work independently. • Is able to deal with people in a manner which shows sensitivity, tact and professionalism. • Has exceptional time management skills and the ability to multi-task and prioritize work. • Has the ability to maintain composure and respond appropriately in stressful, emergency, volatile or crisis situations. • Has advanced Google Suite experience. • Has experience with administrative office procedures and systems such as word processing systems, record management, transcription, form design principles, and other office procedures and terminology. • Is familiar with agency programs, business practices, rules, regulations, policies and procedures. • Has the ability to use logic to analyze or identify underlying principles, reasons, or facts associated with information or data to draw conclusions. • Demonstrates ability to develop and maintain applicable professional contacts, resources, and networks. • Is familiar with the use of State or agency-specific software application program(s). • Can speak clearly, concisely and effectively; listen to and understand information and ideas as presented verbally. • Has the ability to maintain composure and respond appropriately in stressful, emergency, volatile or crisis situations. • Has the ability to establish, organize, monitor, and maintain files and data. • Is able to arrange, coordinate or schedule time and details. • Has working knowledge of grammar, spelling, and punctuation. • Has experience researching methods, techniques, and sources of information. • Is experienced with organizing information in a clear and concise manner. • Is able to communicate information and ideas clearly and concisely, in writing; read and understand information presented in writing. • Is well-organized, tech-savvy, service-oriented, and works well under pressure. • Has experience with frequently and proactively finding multiple options as solutions to problems that arise in day-to-day activities. • Has great critical thinking skills and is adaptable to change. Why You Should Join Our Team Besides working for a fantastic agency that is dedicated to helping the citizens of Utah, you will receive great health and retirement benefits. Click here to view a summary of benefits we offer. We also provide generous paid time off so you can spend more time with your family and have a positive work-life balance. The Agency The mission of Workforce Services is to strengthen Utah’s communities by connecting the workforce to new opportunities and providing services to individuals and families in need. Today, more than 2,200 Workforce Services employees assist individuals in preparing for and finding jobs, meeting workforce needs of Utah businesses, administering temporary assistance, and providing economic data and analysis. Through a collaborative approach, the department has served millions of Utahns and has become a leader on several statewide initiatives. These include intergenerational poverty, homelessness, affordable housing, supporting refugees, helping rural communities, serving veterans and individuals with disabilities, and getting Utahns trained and back to work. To learn more about Workforce Services, click here. • Ability to perform complex clerical duties requiring considerable exercise of independent judgment. • Ability to communicate effectively, verbally and in writing, including ability to compose letters; ability to follow oral and written instructions. • Ability to establish and maintain effective work relationships with employees, representatives of other agencies, and the public. • Employees hired for this recruitment will be subject to the Driver Eligibility standards. • High school diploma or GED equivalent with course work in legal, business and secretarial skills, plus four (4) years of increasingly responsible experience as a secretary or any equivalent combination of education and experience. • Knowledge of basic legal research procedures and preparation of legislation; familiarity with handling of contracts; knowledge of routine personnel practices and procedures. • 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. • Skill and familiarity in operating automated office equipment including electronic spreadsheets, graphics, word processor, etc. • Thorough knowledge of business English and Math, spelling, punctuation, filing, and vocabulary; considerable knowledge of office methods and techniques; working knowledge of bookkeeping and budget tracking. • 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. • You must successfully pass a criminal history check.