State of Utah Looking for Administrative Assistant at Salt Lake County, UT Full Time

Job Title: Administrative Assistant

Job Description:

The Utah Division of Water Rights, under the leadership of the State Engineer, is seeking a dynamic and highly organized individual to serve as an Administrative Assistant. The successful candidate will play a crucial role in supporting the State Engineer/Director in managing the administrative functions of the Division, contributing to the effective and efficient operation of the office. The successful candidate will have a close and confidential relationship with the Division Director and other senior managers within the Division of Water Rights . You will work independently and will need to have knowledge of agency policies, procedures, practices, and office skills. The successful candidate will supervise subordinate staff.

Principal Duties:

As the Administrative Assistant, you will:

• Act as a resource to provide information or determine the most effective way of meeting the needs of management, staff, and other customers.
• Relieve division director of administrative detail; screen and facilitate access to director.
• Maintain calendars, schedules, agendas, minutes and coordinate appointments and travel arrangements.
• Review incoming correspondence; initiate replies as appropriate; route matters requiring action by staff or other organizations and follow up to ensure actions are completed.
• Provide information and respond to inquiries or complaints from the public and other customers.
• Participate as a member, or act as a facilitator on committees or special projects. Act as a liaison between your own agency or work unit and other agencies, work units, organizations, etc.
• Supervises subordinate personnel including: determining workload and delegating assignments, training, monitoring, evaluating performance, and initiating corrective or disciplinary actions.

Ideal Candidate:

• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite and Google Workspaces.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Discretion and confidentiality in handling sensitive information.
• Knowledge of state government policies, procedures, and protocols (State Archives, State Travel, Travel Reimbursements, Asset Inventory, GRAMA etc).
• High school diploma required (or GED); additional education or certification in office administration is a plus.

Why You Should Join Our Team:

As one of the oldest agencies in the State of Utah, Division of Water Rights for the Department of Natural Resources has a long history of playing a critical role in the management of the state’s water resources. Consequently, water users rely on the expertise of the Division of Water Rights to provide order and certainty in the distribution of Utah’s water. As a member of our team, you will have the opportunity to help people from all over the state understand water rights, work in a challenging profession that has a meaningful impact on every aspect of life in the arid West, and shape the future of the state’s most valuable resource.

The Agency:

If you would like to read more about working for the Department of Natural Resources please click here.

Typical Qualifications

Here are some of the knowledge, skills and abilities that are typically associated with the job, though not all-inclusive:

• Administrative office procedures and systems such as word processing systems, records management, transcription, forms design principles, and other office procedures and terminology
• Agency programs, business practices, rules, regulations and/or policies and procedures
• State travel arrangements and reimbursement processes
• State purchasing processes
• Use of logic to analyze or identify underlying principles, reasons, or facts associated with information or data to draw conclusions
• Develop and maintain applicable professional contacts, resources and /or networks
• Use of State or agency-specific software application program(s)
• Use of Google Workspaces, and/or Microsoft Office Suite.
• Ability to speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally.
• Ability to proofread documents for proper format, accuracy and style.
• Ability to deal with people in a manner which shows sensitivity, tact, and professionalism
• Ability to maintain composure and respond appropriately in stressful, emergency, volatile, or crisis situations
• Ability to establish, organize, monitor and/or maintain files and /or data.
• Ability to arrange, coordinate, or schedule time and details
• Ability to organize information in a clear and concise manner
• Ability to communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing