What are the responsibilities and job description for the Administrative Secretary - Right of Way position at State of Utah?
The Utah Department of Transportation (UDOT) is looking for a proactive and highly organized person to join our Right of Way (ROW) Division. In this role, you will be the "go-to" person for the office. You will help our team stay organized, handle important paperwork, and solve everyday problems to keep things running smoothly.
If you thrive in a fast-paced environment where your attention to detail directly impacts the ROW Division’s efficiency and UDOT’s operations, we want to hear from you.
Principal Duties
As an Administrative Secretary, you will:
- Keep Things Organized: Manage schedules, set up meetings, follow up on action items, track training certifications, and handle all aspects of travel for the team.
- Handle Documents: Review incoming correspondence and respond when needed, take notes during meetings, and help create presentations. You will also check work for spelling and grammar mistakes.
- Manage Money & Supplies: Track bills and order office supplies while following state rules. Help prepare task orders and review consultant invoices.
- Digital Tasks: Update the team’s website, track hardware and software updates and needs, help update and manage databases, and keep track of data in Google Sheets.
- Help People: Answer phone calls, greet visitors, and help new employees get started.
Solve Problems: Look at how the office works and suggest better ways to get things done.
Minimum Qualifications
In order to qualify, you must have all of the following:
- Experience: At least three (3) years of administrative or related experience.
- Technical Proficiency: Strong skills in Google Workspace (Docs, Sheets, Slides, Drive).
- Availability: Ability to work in-person full-time (flexible options: 5/8s or 4/10s schedules).
- Attributes: Demonstrated ability to be self-motivated, proactive, and exceptionally detailed.
Preferred Qualifications
Preference may be given to those with at least one of the following:
- Administrative experience within the engineering or transportation fields.
- Background in real estate research or property transactions.
- Experience in data management, accounting, or bookkeeping.
- A degree in a related field.
Key Skills for Success
These knowledge, skills and abilities are essential for this position:
- Critical Thinking: Ability to solve problems using logic to explore alternatives and propose quality solutions.
- Professionalism: Skilled in handling sensitive information with tact and maintaining professional relationships with diverse stakeholders.
- Regulatory Knowledge: Familiarity with state policies and the Government Records Access and Management Act (GRAMA).
- Precision: Expert-level command of English grammar, spelling, and document formatting.
Supplemental Information
Here is some important information:
- Work Environment
- Working Conditions: This position primarily involves work in a typical, climate-controlled office setting that is adequately lighted, heated, and ventilated. Standard office safety practices (e.g., safe use of equipment, observing fire regulations) apply.
- Physical Requirements: The work is largely sedentary (sitting comfortably to perform work). However, the role may require some walking, standing, bending, carrying light items, or driving a vehicle.
- Note on Reassignment: The employee may be reassigned to a different location as deemed necessary by the Division Leader.
Why Should You Join Our Team?
The work we do matters. If you want to make a positive difference doing meaningful work, this is the right place for you. Our mission statement is, “Enhance quality of life through transportation.” We define quality of life through a framework of Good Health, Connected Communities, Better Mobility, and Strong Economy. We help the State of Utah and its traveling public to get to where they want, when they want, in the way they want -- and we make sure they can do it safely.
You will become part of a team with an internal culture of Trust, Teamwork, and Flexibility. Our organization lives by the values of Respect, Integrity, and Caring. If these are your values too, you'll be a great fit.
Aside from working for a cause-driven, cutting edge agency that is leading all other transportation departments in the nation, you will receive great health and retirement benefits. Working for the State of Utah provides a positive work-life balance. Click here to view a summary of the benefits we offer.
The Agency
UDOT is a strengths-based organization, which means its approach is based on identifying and developing individual and organizational strengths. Our philosophy is to address challenges by bringing our strengths to each situation and create the best solutions. Candidates are encouraged to be familiar with their strengths and consider how they may potentially be of benefit to the roles for which they are applying. UDOT uses the CliftonStrengths Assessment, but there are multiple strengths assessment tools available online, and no formal assessment is required.
For more information on the Utah Department of Transportation please click here. For more information about the Right of Way Division, click here.
Salary : $17 - $31