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.
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