Executive Secretary

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. Click here 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 (click here).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.

• 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.

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.

Salary : $16 - $25