State of Utah
State of Utah is hiring: Executive Secretary in Salt Lake City
State of Utah, Salt Lake City, UT, United States, 84193
Salary: $15.54 - $24.65 Hourly
Location : Salt Lake County, UT
Job Type: Full Time
Remote Employment: Flexible/Hybrid
Job Number: 43405
Agency: 250 Health & Human Services
Unit: 6101 DHHS COMMUNICABLE DISEASE ADMINISTRATION
Opening Date: 12/06/2024
Closing Date: 12/22/2024 11:59 PM Mountain
FLSA: Non-Exempt
Recruiter: Sarah Cox, scox@utah.gov
# of Openings: 1
Background Check: You must successfully pass a criminal history check.
Location: Cannon Health Building288 N 1460 WSalt Lake City, Utah 84116The Department of Health and Human Services is proud to offer tobacco free campuses.
Schedule Code: B - Competitive Career Service - Employment in this position requires a probationary period.
Schedule Code Description: B - Competitive Career Service - Employment in this position requires a probationary period, if not already completed. DHRM rules apply..
Benefits: This position is eligible for a full benefits package. See benefits tab below for details.
Driver License Requirements: Employees hired for this recruitment will be subject to the Driver Eligibility standards found at the following link: https://adminrules.utah.gov/public/search/driver%20eligibility/Current%20Rules
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
Do you have secretarial work experience? Do you like performing administrative work while helping others to fulfill their duties? If this sounds like you, then the Department of Health and Human Services (DHHS) Office of Communicable Diseases (OCD) is looking for a current DHHS employee to take on the role as our section's Executive Secretary.
The OCD consists of multiple subordinate programs with around 150 total personnel. This position helps ensure that administrative functions of the office are efficient, effective, and responsive to public and staff needs. You will be an integral part of our office playing a key role in a fast moving organization while ensuring that operations and missions flow as smoothly as possible. You will make a difference from day one!
Why You Should Join Our Team
The support role that you fill will be an important one as you help the staff to meet their mission and goals with various Prevention, Treatment, and Care programs. Along with the satisfaction of making a difference, you will receive great health and retirement benefits, such as paid time off, giving you a positive work life balance. to view a summary of all the benefits we offer.
The Agency
To learn more about the support role you will have with the OCD, please see the following website ().
Responsibilities
PRINCIPAL DUTIES
As the Executive Secretary - OCD, you will:
Minimum Qualifications
Preference may be given to applicants that:
Supplemental Information
Working Conditions:
Physical Requirements:
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
The interview selection process is based on your answers to the application questions. Failure to answer the application questions appropriately may result in disqualification or a reduced score. Please answer each question, giving the specific information requested. "See work history or resume" is not an acceptable answer to any question.Only those who are invited to interview will be notified. Do not send your resume to the HR recruiter or hiring manager via fax or email. Final notifications will only be made when the position is filled.
02
This position provides a hybrid teleworking option. However, are you willing to work in-office as required?
03
Are you a current State of Utah Employee and are assigned to the Department of Health and Human Services?
04
How many years of experience do you have in providing customer service?
05
Please indicate the number of years of professional experience you have working as an administrative assistant, or executive secretary within the Department of Health and Human Services.
06
Do you have experience working with State of Utah and DHHS policies and procedures? Please choose the best option that applies.
07
Do you have any knowledge or experience with the Utah Department of Health and Human Service's administrative procedures such as, travel processes, purchasing, contracting, etc.?
08
Please select all the computer software programs you are familiar with and feel comfortable operating:
09
Please indicate how you heard about this specific job posting.
Required Question
Location : Salt Lake County, UT
Job Type: Full Time
Remote Employment: Flexible/Hybrid
Job Number: 43405
Agency: 250 Health & Human Services
Unit: 6101 DHHS COMMUNICABLE DISEASE ADMINISTRATION
Opening Date: 12/06/2024
Closing Date: 12/22/2024 11:59 PM Mountain
FLSA: Non-Exempt
Recruiter: Sarah Cox, scox@utah.gov
# of Openings: 1
Background Check: You must successfully pass a criminal history check.
Location: Cannon Health Building288 N 1460 WSalt Lake City, Utah 84116The Department of Health and Human Services is proud to offer tobacco free campuses.
Schedule Code: B - Competitive Career Service - Employment in this position requires a probationary period.
Schedule Code Description: B - Competitive Career Service - Employment in this position requires a probationary period, if not already completed. DHRM rules apply..
Benefits: This position is eligible for a full benefits package. See benefits tab below for details.
Driver License Requirements: Employees hired for this recruitment will be subject to the Driver Eligibility standards found at the following link: https://adminrules.utah.gov/public/search/driver%20eligibility/Current%20Rules
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
Do you have secretarial work experience? Do you like performing administrative work while helping others to fulfill their duties? If this sounds like you, then the Department of Health and Human Services (DHHS) Office of Communicable Diseases (OCD) is looking for a current DHHS employee to take on the role as our section's Executive Secretary.
The OCD consists of multiple subordinate programs with around 150 total personnel. This position helps ensure that administrative functions of the office are efficient, effective, and responsive to public and staff needs. You will be an integral part of our office playing a key role in a fast moving organization while ensuring that operations and missions flow as smoothly as possible. You will make a difference from day one!
Why You Should Join Our Team
The support role that you fill will be an important one as you help the staff to meet their mission and goals with various Prevention, Treatment, and Care programs. Along with the satisfaction of making a difference, you will receive great health and retirement benefits, such as paid time off, giving you a positive work life balance. to view a summary of all the benefits we offer.
The Agency
To learn more about the support role you will have with the OCD, please see the following website ().
Responsibilities
PRINCIPAL DUTIES
As the Executive Secretary - OCD, you will:
- Assist the office director by providing secretarial and administrative support to the office director and subordinate programs.
- Provide training and support to subordinate program office specialists.
- Coordinate and ensure office phone coverage.
- Manage office level resources and supplies.
- Coordinates travel and membership activities.
- Assist with information technology equipment transaction.
- Manage records retention;
- Schedule and support events.
- Assist with other activities as assigned.
Minimum Qualifications
- Impeccable self-organization and time management skills.
- Interpersonal skills, including conflict management, listening, leadership, negotiation, and a positive outlook.
- Has experience using various Microsoft, Google, and Adobe platforms.
- The ability to prioritize crises and manage staff goals towards resolutions.
- A strong ability to communicate, both verbally and written, with various audiences, including with staff members, other DHHS personnel, public officials, and concerned members of the public.
Preference may be given to applicants that:
- Have at least two years experience as a programmatic office specialist, administrative assistant, or executive secretary within the Department of Health and Human Services.
- Has experience with state and DHHS policies and procedures.
Supplemental Information
Working Conditions:
- The typical office setting for this job is adequately lighted, heated and ventilated. However, you may encounter some risks that are associated with any office setting, for example, the safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
- Standard Schedule: Monday - Friday, 8:00 am to 5:00 pm.
- Notes:
- The selected applicant must continue to perform all assigned duties within State of Utah boundaries.
- This position is currently 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.
Physical Requirements:
- 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.
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
The interview selection process is based on your answers to the application questions. Failure to answer the application questions appropriately may result in disqualification or a reduced score. Please answer each question, giving the specific information requested. "See work history or resume" is not an acceptable answer to any question.Only those who are invited to interview will be notified. Do not send your resume to the HR recruiter or hiring manager via fax or email. Final notifications will only be made when the position is filled.
- I understand.
02
This position provides a hybrid teleworking option. However, are you willing to work in-office as required?
- Yes
- No
03
Are you a current State of Utah Employee and are assigned to the Department of Health and Human Services?
- Yes
- No
04
How many years of experience do you have in providing customer service?
- None
- Less than 6 months
- 6 months to 2 years
- Over 2 years
05
Please indicate the number of years of professional experience you have working as an administrative assistant, or executive secretary within the Department of Health and Human Services.
- None
- Less than 6 months
- 6 months to 2 years
- Over 2 years
06
Do you have experience working with State of Utah and DHHS policies and procedures? Please choose the best option that applies.
- I do not have experience working with State of Utah and DHHS policies and procedures.
- I have a small amount of experience working with State of Utah and DHHS policies and procedures
- I have a moderate amount of experience working with State of Utah and DHHS policies and procedures
- I have a subject matter expert when it comes to working with State of Utah and DHHS policies and procedures
07
Do you have any knowledge or experience with the Utah Department of Health and Human Service's administrative procedures such as, travel processes, purchasing, contracting, etc.?
- Yes
- No
08
Please select all the computer software programs you are familiar with and feel comfortable operating:
- Microsoft products (Excel, Word, PowerPoint, Outlook, etc.)
- Google Suites (Gmail, Calendar, Docs, Sheets, Slides, etc.)
- Adobe PDF
- Electronic Records Management Systems
09
Please indicate how you heard about this specific job posting.
- State Jobs
- An External Job Posting Site (Indeed, LinkedIn, etc.)
- Social Media (Facebook, Twitter, etc.)
- Advertisement (Newspaper, Internet, Radio, etc.)
- Professional Network
- University Network (Career Center)
- Referred by a Friend or Colleague
- Contacted by a Recruiter
- Career Fair
- Internal communication from a State Agency that employs me - State employees only
- Other
Required Question