Administrative Secretary

State of Utah•Salt Lake City, UT

11d•Hybrid

About The Position

The Child Nutrition Programs Administrative Secretary provides administrative, operational, and organizational support team members. This position coordinates communications, meetings, procurement, travel, financial processes, records management, website and accessibility compliance, conference logistics, and onboarding/offboarding activities. The role supports efficient program operations, timely communication, regulatory compliance, and high-quality service to school districts, community partners, vendors, and internal staff. This position is distinguished by its broad responsibility for coordinating complex administrative functions across multiple Child Nutrition Programs and operational areas. The incumbent serves as a central point of coordination for leadership, staff, external stakeholders, vendors, and school districts while supporting processes that require discretion, accuracy, independent judgment, and knowledge of agency procedures. Work may include interpreting and applying administrative policies, resolving procedural issues, improving workflow, documenting standard operating procedures, and supporting compliance with state, federal, and agency requirements.

Requirements

Knowledge of administrative and office management practices, including scheduling, records management, correspondence, document control, and customer service.
Knowledge of government purchasing, procurement, invoicing, travel, reimbursement, and financial support processes.
Knowledge of business communication methods, including newsletters, website updates, public notices, meeting materials, and stakeholder communications.
Knowledge of accessibility requirements and best practices for documents, presentations, spreadsheets, websites, and digital communications.
Knowledge of state and agency licensed and supported IT and business systems.
Knowledge of Child Nutrition Program operations, program requirements, terminology, timelines, and administrative requirements sufficient to support program staff and stakeholders.
Business writing skills are used to provide clear written and verbal communication to prepare correspondence, reports, meeting notes, newsletters, and public-facing materials.
Organize and prioritize multiple projects, deadlines, meetings, travel requests, and administrative assignments with accuracy and attention to detail.
Draft data containing potentially-confidential information
Provide responsive customer service and build effective working relationships with staff, vendors, school districts, sponsors, and partner organizations.
Use technology and business systems to manage calendars, documents, data, communications, workflows, and records.
Plan events and meetings, coordinate logistics, track decisions, and support follow-up through completion.
Review documents and process requests carefully to identify errors, missing information, inconsistencies, or compliance concerns.
Maintain confidentiality and exercise discretion when handling sensitive information, personnel matters, and internal communications.
Work independently while supporting multiple leaders, teams, programs, and priorities.
Interpret and apply procedures, policies, timelines, and instructions to complete administrative work accurately.
Anticipate needs, solve routine procedural issues, and recommend process improvements to increase efficiency and consistency.
Communicate effectively with diverse audiences and adjust messages for the purpose, audience, and communication channel.
Learn new software, systems, policies, and procedures and apply them in a changing work environment.
The ability to listen to and understand information and ideas presented through spoken words and sentences.
The ability to read and understand information and ideas presented in writing.
Work is generally performed in a standard office setting that is adequately lighted, heated, and ventilated.
Work may require sitting for extended periods, using a computer and office equipment, walking, standing, bending, carrying light items, and occasional local travel.
Must be able to lift 50 pounds, as needed, for materials, supplies, equipment, or event support.
Employment is subject to applicable state, agency, and division policies, procedures, background requirements, and training expectations.

Responsibilities

Coordinate calendars, meetings, agendas, materials, minutes, and follow-up activities for the CNP Director and leadership team.
Serve as a resource to staff, sponsors, vendors, school districts, and the public by providing information, routing requests, and identifying appropriate next steps.
Prepare, review, process, and maintain correspondence, forms, reports, agreements, invoices, purchase requests, travel documents, and other records for accuracy and completeness.
Coordinate procurement, purchasing, memberships, print orders, office supplies, equipment inventory, and invoice tracking in accordance with agency procedures.
Draft data containing potentially-confidential information
Manage travel and conference logistics, including registrations, travel approvals, hotel and flight coordination, reimbursement documentation, and compliance with state travel policies.
Draft, edit, format, and distribute program communications, including newsletters, announcements, templates, website content, meeting materials, and reports.
Support accessibility compliance by reviewing, correcting, and maintaining documents, presentations, spreadsheets, websites, and training materials to meet accessibility standards.
Plan and support statewide conferences, trainings, meetings, and special events, including logistics, materials, communications, participant support, and post-event follow-up.
Support hiring, onboarding, offboarding, equipment setup, information technology requests, building access, and orientation activities for CNP staff.
Maintain organized electronic and physical files, records, shared calendars, contact lists, desk procedures, and operational resources.