Administrative Assistant

Are you organized, detail-oriented, a good writer, and excel at providing administrative support? If so, the Utah Public Health Lab needs you! As the Labs administrative assistant, you will create and edit correspondence, respond to questions and concerns, arrange meetings and travel, provide excellent customer service to center employees, general customers, and provide general administrative support.

If offered this position, your continued employment will be contingent upon passing a background check and review. There will be no cost to you and fingerprinting will be completed on the first day of employment or shortly thereafter.

Regular business hours are 8:00am-5:00 pm, some evenings may be required for public meeting support. Primary office locations: 4431 S 2700 W Taylorsville, UT 84129. Travel and work at other state office buildings may be required.

PRINCIPLE DUTIES

• Provide administrative support to the Director of the Utah Public Health Lab and other staff within the Lab
• Create and edit written materials
• Coordinate and/or act as a liaison between agency and internal or external stakeholders
• Act as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers
• Provide assistance to staff and public
• Set up public meetings according to Agency and State rules and policies
• Host virtual and in person meetings according to Agency rules
• Take minutes for assigned meetings
• Calendar management
• Manage documents and information in appropriate format (Sharepoint and Google Suite)
• Perform general accounting duties
• Track legislation or other current events
• Grant writing
• Process travel documentation
• Mail sorting and management
• Onboarding Processes
• Perform other administrative work as assigned.

THE IDEAL CANDIDATE
Our ideal candidate will have:

• Excellent interpersonal and communication skills in assisting the director and managers in process development, information gathering, and requests with tight timelines.
• Accurately and efficiently writes or drafts correspondence, reports, documents and/or other written materials.
• 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.
• Ability to learn competently, state software, processes, policies and procedures.

PREFERENCES
The following represent skills sought for this particular position. Not having one or all of them does not necessarily disqualify you. The hiring manager may identify additional related skills and requirements as preferences in making hiring and promotion decisions.

• Minimum of a HS diploma or GED
• Writing experience
• Prior experience as an executive or administrative assistant
• Willing to learn and independently seek information
• Experience with the Microsoft Suite (PowerPoint, Word, Excel) and Google Suite of Programs
• Experience with virtual meeting formats (Google Meet and/or Zoom)
• Ability to work well in a team
• Efficient time management
• Attentive, prompt, and responsive to due dates and deadlines

WHY SHOULD YOU JOIN OUR TEAM?
This is your chance to affect a real change in Utah's future. This is an opportunity for a new career which rewards your knowledge, professional abilities, caring nature, and efforts. This position offers a rich benefits package. Other benefits include medical, dental, vision, and life insurance. Other employee incentives and bonuses are also available. Please click HERE for a page where you can review these and other benefits.

• 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.
• Be aware that salary ranges specified reflect a minimum starting and top of range dollar amount. Actual rate per hour will be determined by evaluation of qualifications and skills of the individual and the availability of monies through budget and grants or by following DHRM rule.
• Occasional in state, out of state, overnight and weekend travel may be required.