State of Utah
Administrative Assistant
State of Utah, Salt Lake City, Utah, United States, 84193
Are you a highly organized and detail-oriented individual with a passion for public service? Would you like an opportunity to be at the heart of important decisions in a State agency? If you're ready to take your career to the next level and make a real difference,we encourage you to apply today! * We're seeking an exceptional Administrative Assistant to join our team and support the Utah Division of Real Estate in strengthening trust in Utah s real estate industry. * RESPONSIBILITIES: In this position,you will provide critical support to the Division Director and the office,ensuring smooth operations and effective communication. Responsibilities will include,but are not limited to the following:
Strong organizational skills and attention to detail:
Calendar Management,managing the Division Director s schedule,coordinating meetings,interviews,appointments,and travel arrangements.Travel Coordination,arranging domestic travel itineraries,including flights,accommodations,and ground transportation.Record Keeping,maintaining organized and accessible files,both physical and electronic,ensuring compliance with record retention and privacy policies. Archive files promptly when appropriate.Legal Filing and Records Management,meticulously tracking and organizing division legal filings,ensuring all documents are properly stored and easily retrievable. Preparing official records of legal proceedings when required,maintaining accuracy and adherence to legal protocols.Financial and Inventory Management,processing invoices and payments,ensuring timely and accurate bill payment. Ordering and maintaining office supplies,tracking inventory levels to prevent shortages and ensure efficient use of resources.
Excellent verbal and written communication skills:
Handling phone calls,emails,and inquiries from colleagues,other government officials,and the public.Drafting,editing,and proofreading letters,memos,and other documents on behalf of the Division Director.
*Ability to multitask and prioritize effectively in a fast-paced environment: *
Meeting Preparation,prepares agendas,materials,and presentations for meetings. Taking accurate minutes during meetings and distribute them to relevant parties.
*Strong work ethic and commitment to public service: *
Board and Commission Support,assisting in coordinating the recruitment,application,and appointment processes for the Division's commissions and board. Communicating effectively with potential candidates,board/commission members,and relevant officials,ensuring a seamless and transparent selection process.
*Ability to work independently and as part of a team: *
Board and Commission Meeting Management,coordinating and facilitating board and commission meetings,ensuring compliance with all relevant laws and regulations. Working closely with the Division s legal analyst to prepare meeting materials,agendas,and minutes,and to address any legal or procedural questions that arise.
*Ability to maintain confidentiality and exercise discretion: *
New Hire and Employee Transitions,coordinating the onboarding process for new hires,including paperwork,equipment setup,and introductions. Managing offboarding procedures,ensuring a smooth transition for departing employees and proper handling of State property.
*Resourcefulness and initiative,with a professional demeanor and positive attitude: *
Special Projects,assisting with special projects and initiatives as assigned by the Division Director.
MINIMUM REQUIREMENTS:
*The ability to report to the office daily - this position is not eligible for remote work. *Prior office/clerical experience.Prior customer service experience.Proficiency in Microsoft Office Suite (Word,Excel,PowerPoint) and Google Suite applications.
PREFERRED Preferences may be gi en to applicants with the following:
Prior administrative experience,two or more years (this includes customer service,maintaining records,data entry,drafting correspondence,etc.).Paralegal certification or experience in a legal office environment.Experience working within a government agency or public sector organization.
Current employees of the Utah Department of Commerce,Division of Real Estate,or State of Utah.
WHY YOU SHOULD JOIN OUR TEAM The Utah Division of Real Estate is a regulatory agency within the Utah Department of Commerce. The Division plays a crucial role in ensuring the integrity and professionalism of the real estate industry in Utah. This position will provide you with the opportunity to work with a wonderful team of dedicated professionals while learning the ins and outs of the real estate industry in Utah. For more information about the Division,please visit our website. This position is also eligible for a rich benefits package,generous paid time off,and great work-life balance. You can learn more about offered benefits here. AGENCY The Utah Department of Commerce is the licensing and registration agency for Utah s professional and business community. Commerce s mission is strengthening trust in Utah s commercial activities. Commerce does this through regulation,enforcement,and education. Commerce has eight divisions,representing various economic industries. You can learn more about the agency by visiting the Commerce website. BENEFITS
Health Insurance - Public Employee Health Program (PEHP):
3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.5 dental plan options,with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.4 vision plan options under EyeMed or OptiCare
Retirement - Utah Retirement Systems (URS):
Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.
Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.
Employer contributions to your 401(k) are vested after four years.
Paid Time Off:
Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual,4 hours sick).Annual leave amounts increase with years of service.
We have 12 paid holidays.
Strong organizational skills and attention to detail:
Calendar Management,managing the Division Director s schedule,coordinating meetings,interviews,appointments,and travel arrangements.Travel Coordination,arranging domestic travel itineraries,including flights,accommodations,and ground transportation.Record Keeping,maintaining organized and accessible files,both physical and electronic,ensuring compliance with record retention and privacy policies. Archive files promptly when appropriate.Legal Filing and Records Management,meticulously tracking and organizing division legal filings,ensuring all documents are properly stored and easily retrievable. Preparing official records of legal proceedings when required,maintaining accuracy and adherence to legal protocols.Financial and Inventory Management,processing invoices and payments,ensuring timely and accurate bill payment. Ordering and maintaining office supplies,tracking inventory levels to prevent shortages and ensure efficient use of resources.
Excellent verbal and written communication skills:
Handling phone calls,emails,and inquiries from colleagues,other government officials,and the public.Drafting,editing,and proofreading letters,memos,and other documents on behalf of the Division Director.
*Ability to multitask and prioritize effectively in a fast-paced environment: *
Meeting Preparation,prepares agendas,materials,and presentations for meetings. Taking accurate minutes during meetings and distribute them to relevant parties.
*Strong work ethic and commitment to public service: *
Board and Commission Support,assisting in coordinating the recruitment,application,and appointment processes for the Division's commissions and board. Communicating effectively with potential candidates,board/commission members,and relevant officials,ensuring a seamless and transparent selection process.
*Ability to work independently and as part of a team: *
Board and Commission Meeting Management,coordinating and facilitating board and commission meetings,ensuring compliance with all relevant laws and regulations. Working closely with the Division s legal analyst to prepare meeting materials,agendas,and minutes,and to address any legal or procedural questions that arise.
*Ability to maintain confidentiality and exercise discretion: *
New Hire and Employee Transitions,coordinating the onboarding process for new hires,including paperwork,equipment setup,and introductions. Managing offboarding procedures,ensuring a smooth transition for departing employees and proper handling of State property.
*Resourcefulness and initiative,with a professional demeanor and positive attitude: *
Special Projects,assisting with special projects and initiatives as assigned by the Division Director.
MINIMUM REQUIREMENTS:
*The ability to report to the office daily - this position is not eligible for remote work. *Prior office/clerical experience.Prior customer service experience.Proficiency in Microsoft Office Suite (Word,Excel,PowerPoint) and Google Suite applications.
PREFERRED Preferences may be gi en to applicants with the following:
Prior administrative experience,two or more years (this includes customer service,maintaining records,data entry,drafting correspondence,etc.).Paralegal certification or experience in a legal office environment.Experience working within a government agency or public sector organization.
Current employees of the Utah Department of Commerce,Division of Real Estate,or State of Utah.
WHY YOU SHOULD JOIN OUR TEAM The Utah Division of Real Estate is a regulatory agency within the Utah Department of Commerce. The Division plays a crucial role in ensuring the integrity and professionalism of the real estate industry in Utah. This position will provide you with the opportunity to work with a wonderful team of dedicated professionals while learning the ins and outs of the real estate industry in Utah. For more information about the Division,please visit our website. This position is also eligible for a rich benefits package,generous paid time off,and great work-life balance. You can learn more about offered benefits here. AGENCY The Utah Department of Commerce is the licensing and registration agency for Utah s professional and business community. Commerce s mission is strengthening trust in Utah s commercial activities. Commerce does this through regulation,enforcement,and education. Commerce has eight divisions,representing various economic industries. You can learn more about the agency by visiting the Commerce website. BENEFITS
Health Insurance - Public Employee Health Program (PEHP):
3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.5 dental plan options,with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.4 vision plan options under EyeMed or OptiCare
Retirement - Utah Retirement Systems (URS):
Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.
Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.
Employer contributions to your 401(k) are vested after four years.
Paid Time Off:
Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual,4 hours sick).Annual leave amounts increase with years of service.
We have 12 paid holidays.