State of Utah
Administrative Secretary Job at State of Utah in Salt Lake City
State of Utah, Salt Lake City, UT, United States, 84193
Salary: $16.48 - $29.87 Hourly
Location : Salt Lake County, UT
Job Type: Full Time
Job Number: 43583
Agency: 250 Health & Human Services
Unit: 3120 DHHS DIH Healthcare Policy & Authorization
Opening Date: 12/10/2024
Closing Date: 12/22/2024 11:59 PM Mountain
FLSA: Non-Exempt
Recruiter: Angie Rhodes, arhodes@utah.gov
# of Openings: 1
Background Check: You must successfully pass a criminal history check.
Location: Utah Department of Health and Human ServicesCannon Health Building288 North 1460 WestSLC UT 84114The Utah Department of Health and Human Services is proud to be a tobacco free campus.
Schedule Code: B - Competitive Career Service - Employment in this position requires a probationary period.
Schedule Code Description: There is a 12-month probationary period with this position.DHRM rules regarding promotions and transfers apply to current State of Utah employees.
Benefits: This position is eligible for a full benefits package. See benefits tab below for details.
EEO Statement: The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, dial 711 or TTY: 800-346-4128.
Job Description
This position is in the Division of Integrated Healthcare. The main purpose of this job is to coordinate specialized agency office functions or activities and to provide administrative support to management and staff. Incumbent will provide administrative support to include formatting and editing letters; maintaining, scanning, and archiving bureau documents in accordance with policy; preparing training packets; processing mail; preparing and tracking the approval of travel requests; ordering office supplies; and other duties as assigned.
Seeking candidates who have superior written and oral communication skills. Candidates must have excellent proofreading and editing skills, and skills to assist staff with technical writing. Must have intermediate to advanced skills in Microsoft Word. A MS Word skills test may be given prior to interviews.
Note: as of April 8, 2024, DHHS employees will be working a hybrid schedule, which includes 2 office days per week and 3 telework days.
Why work for the Utah Department of Health and Human Services? In addition to the rich the State of Utah offers, the department offers:
If offered this position, your employment will be contingent upon passing a background check and review. There will be no cost to you for this check. This check will include fingerprinting, which will be available at various DHHS locations for your convenience. Fingerprinting will be completed prior to your first day of employment. You may review the policy by clicking here.
Responsibilities
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)
Supplemental Information
Benefits:
The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for a detailed information page: To access a Total Compensation Calculator in Excel format click
FMLA General Notice:
(right click + open link in new tab)
(clic derecho + abrir en una pestaña nueva?)
01
Your answers to the questions on this posting must be supported by the duties, experience, and information listed in your profile's work and education history, not your resume. Please select "YES" to indicate you understand the validity of your claims will be based upon information contained within your application, not your resume. Unsubstantiated claims, exclusion of information, or incomplete answers may result in the disqualification of your application or of the question. Entering "see resume" will be considered an incomplete answer.
02
Please indicate how you heard about this specific job posting.
03
Are you a current employee of the Utah Department of Health and Human Services (DHHS)?
04
Please indicate your years of experience providing professional administrative support position, where you prepared and answered correspondence, created written materials, maintained records and databases, answered phones, filed, etc.
05
Please indicate your years of experience working in a professional setting providing administrative support to managers and/or administrators? This must be reflected in your job history.
06
Please rate your experience proofreading and editing documents for correct grammer, spelling, punctuation, accuracy, formatting and completeness.
07
Please list the types of documents you have proofread and edited and for which employer. If no experience, please indicate NA.
08
Rate your experience using Microsoft Word and Google Office Applications. Please use the following criteria to determine your experience level.Beginner: You have experience: accessing software to create a document; editing text and properly formatting text; use of cut, copy, paste, undo, redo commands; find and replacement of text; proper use of page numbers; opening, saving, and printing functions; inserting clip art or pictures; creation and proper use of page breaks. Intermediate: You meet the beginner requirements and have experience: inserting and formatting tables and columns; inserting or modifying tab stops or bulleted/numbered lists; use of headers and footers; use of watermark features; protecting a document or setting user permissions; proper use of text flow around an inserted picture or object; modify an object or picture size, position and rotation; using a template; tracking changes in a document; format to print to labels or envelopes. Advanced: You meet the beginner and intermediate and have experience: performing a mail merge; custom style formatting; using anchors to link within the document; use of macros in the document; insertion of sub-documents into the master document; creation of figure captions and figure tables; use of XML in the document; creation of bookmarks and cross-references; inserting a chart based on Excel data.
Required Question
Location : Salt Lake County, UT
Job Type: Full Time
Job Number: 43583
Agency: 250 Health & Human Services
Unit: 3120 DHHS DIH Healthcare Policy & Authorization
Opening Date: 12/10/2024
Closing Date: 12/22/2024 11:59 PM Mountain
FLSA: Non-Exempt
Recruiter: Angie Rhodes, arhodes@utah.gov
# of Openings: 1
Background Check: You must successfully pass a criminal history check.
Location: Utah Department of Health and Human ServicesCannon Health Building288 North 1460 WestSLC UT 84114The Utah Department of Health and Human Services is proud to be a tobacco free campus.
Schedule Code: B - Competitive Career Service - Employment in this position requires a probationary period.
Schedule Code Description: There is a 12-month probationary period with this position.DHRM rules regarding promotions and transfers apply to current State of Utah employees.
Benefits: This position is eligible for a full benefits package. See benefits tab below for details.
EEO Statement: The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, dial 711 or TTY: 800-346-4128.
Job Description
This position is in the Division of Integrated Healthcare. The main purpose of this job is to coordinate specialized agency office functions or activities and to provide administrative support to management and staff. Incumbent will provide administrative support to include formatting and editing letters; maintaining, scanning, and archiving bureau documents in accordance with policy; preparing training packets; processing mail; preparing and tracking the approval of travel requests; ordering office supplies; and other duties as assigned.
Seeking candidates who have superior written and oral communication skills. Candidates must have excellent proofreading and editing skills, and skills to assist staff with technical writing. Must have intermediate to advanced skills in Microsoft Word. A MS Word skills test may be given prior to interviews.
Note: as of April 8, 2024, DHHS employees will be working a hybrid schedule, which includes 2 office days per week and 3 telework days.
Why work for the Utah Department of Health and Human Services? In addition to the rich the State of Utah offers, the department offers:
- On-site fitness center, for a minimal membership fee
- UTA Eco Pass, at a discounted monthly rate
- Teleworking opportunities with a minimum 2 office days per week beginning 04/2024.
- On-site day care center at the Cannon Health Building with First Steps Day Care - contact for rates and availability, 801-538-6996
If offered this position, your employment will be contingent upon passing a background check and review. There will be no cost to you for this check. This check will include fingerprinting, which will be available at various DHHS locations for your convenience. Fingerprinting will be completed prior to your first day of employment. You may review the policy by clicking here.
Responsibilities
- Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
- Coordinates and/or acts as a liaison between agency or work unit and other agencies, work units, organizations, suppliers, etc.
- Provides assistance to staff and public.
- Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
- Writes or drafts correspondence, reports, documents and/or other written materials.
- Maintains, scans, and archives bureau documents in accordance with policy.
- Edits written material for accuracy, format, and arrangement of material.
- Retrieves data found in databases to generate requested reports.
- Performs other duties as assigned.
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)
- Knowledge of principles, practices and procedures of an office environment
- Must have intermediate to advanced skills in Microsoft Word; skill and ability to use other computer software programs such as Excel, PowerPoint, and SharePoint
- Ability to plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines
- Ability to communicate fluently in English
- Skill and ability to speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
- Must have skills to communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
- Skill and ability to provide technical writing support to staff
- Ability to organize information in a clear and concise manner
- Skill and ability to compile, code, categorize, calculate, tabulate, audit, verify, or process information or data
- Skill and ability to proofread and edit documents for correct grammar, spelling, punctuation, accuracy, and completeness
- Skill and ability to establish, organize and/or maintain files; find, gather and collect information or data
- Ability to deal with people in a manner which shows sensitivity, tact, and professionalism
- Skill and ability to monitor or track information or data
- Knowledge of research methods, techniques, and/or sources of information
- Ability to make a decision or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions
- Ability to think analytically and possess problem solving skills
- Exhibit good work ethics, integrity, and professionalism
Supplemental Information
- Effective July 1, 2021, State of Utah Employees must either reside in Utah or be in the process of relocating to within 30 days of their start date.
- This position may currently be 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.
- 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.
- Typical work schedule is Monday through Friday, 8:00 am to 5:00 pm.
Benefits:
The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for a detailed information page: To access a Total Compensation Calculator in Excel format click
FMLA General Notice:
(right click + open link in new tab)
(clic derecho + abrir en una pestaña nueva?)
01
Your answers to the questions on this posting must be supported by the duties, experience, and information listed in your profile's work and education history, not your resume. Please select "YES" to indicate you understand the validity of your claims will be based upon information contained within your application, not your resume. Unsubstantiated claims, exclusion of information, or incomplete answers may result in the disqualification of your application or of the question. Entering "see resume" will be considered an incomplete answer.
- Yes
02
Please indicate how you heard about this specific job posting.
- State of Utah job site (www.governmentjobs.com/careers/utah)
- Referred by a Friend or Family
- Indeed
- Other External Job Board or Site
- Social Media (Facebook, Twitter, etc.)
- DWS job website (www.jobs.utah.gov)
- Advertisement (Digital Ad, Billboard, Print, etc.)
- Professional Network (Association, Membership, Work Colleague)
- University Network (Handshake, School Job Board, Career Center, etc.)
- Contacted by a Recruiter
- Career or Job Fair
- Internship
- Interviewed for different position
- Internal communications (Agency/Division, etc.)
- Other (not listed above)
03
Are you a current employee of the Utah Department of Health and Human Services (DHHS)?
- Yes
- No
04
Please indicate your years of experience providing professional administrative support position, where you prepared and answered correspondence, created written materials, maintained records and databases, answered phones, filed, etc.
- No experience
- Less than 1 years
- 2-3 years
- 4-5 years
- 5 or more years
05
Please indicate your years of experience working in a professional setting providing administrative support to managers and/or administrators? This must be reflected in your job history.
- No experience
- Less than 1 year
- 2-3 years
- 4-5 years
- More than 5 years
06
Please rate your experience proofreading and editing documents for correct grammer, spelling, punctuation, accuracy, formatting and completeness.
- None
- Limited Experience
- Moderate Experience
- Extensive Experience
07
Please list the types of documents you have proofread and edited and for which employer. If no experience, please indicate NA.
08
Rate your experience using Microsoft Word and Google Office Applications. Please use the following criteria to determine your experience level.Beginner: You have experience: accessing software to create a document; editing text and properly formatting text; use of cut, copy, paste, undo, redo commands; find and replacement of text; proper use of page numbers; opening, saving, and printing functions; inserting clip art or pictures; creation and proper use of page breaks. Intermediate: You meet the beginner requirements and have experience: inserting and formatting tables and columns; inserting or modifying tab stops or bulleted/numbered lists; use of headers and footers; use of watermark features; protecting a document or setting user permissions; proper use of text flow around an inserted picture or object; modify an object or picture size, position and rotation; using a template; tracking changes in a document; format to print to labels or envelopes. Advanced: You meet the beginner and intermediate and have experience: performing a mail merge; custom style formatting; using anchors to link within the document; use of macros in the document; insertion of sub-documents into the master document; creation of figure captions and figure tables; use of XML in the document; creation of bookmarks and cross-references; inserting a chart based on Excel data.
- None
- Beginner
- Intermediate
- Advanced
Required Question