Administrative Secretary

State of Utah Office of the Governor•Salt Lake City, UT

12d•$17 - $25•Hybrid

About The Position

The Administrative Secretary for the Child Nutrition Programs provides essential administrative, operational, and organizational support to team members. This role is crucial for coordinating various functions including communications, meetings, procurement, travel, financial processes, records management, website and accessibility compliance, conference logistics, and onboarding/offboarding activities. The position plays a key part in ensuring efficient program operations, timely communication, adherence to regulatory compliance, and delivering high-quality service to school districts, community partners, vendors, and internal staff.

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 for clear written and verbal communication to prepare correspondence, reports, meeting notes, newsletters, and public-facing materials.
Ability to organize and prioritize multiple projects, deadlines, meetings, travel requests, and administrative assignments with accuracy and attention to detail.
Ability to draft data containing potentially-confidential information.
Ability to provide responsive customer service and build effective working relationships with staff, vendors, school districts, sponsors, and partner organizations.
Ability to use technology and business systems to manage calendars, documents, data, communications, workflows, and records.
Ability to plan events and meetings, coordinate logistics, track decisions, and support follow-up through completion.
Ability to review documents and process requests carefully to identify errors, missing information, inconsistencies, or compliance concerns.
Ability to maintain confidentiality and exercise discretion when handling sensitive information, personnel matters, and internal communications.
Ability to work independently while supporting multiple leaders, teams, programs, and priorities.
Ability to interpret and apply procedures, policies, timelines, and instructions to complete administrative work accurately.
Ability to anticipate needs, solve routine procedural issues, and recommend process improvements to increase efficiency and consistency.
Ability to communicate effectively with diverse audiences and adjust messages for the purpose, audience, and communication channel.
Ability to learn new software, systems, policies, and procedures and apply them in a changing work environment.
Ability to listen to and understand information and ideas presented through spoken words and sentences.
Ability to read and understand information and ideas presented in writing.
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

Provides administrative, operational, and organizational support to team members.
Coordinates communications, meetings, procurement, travel, financial processes, records management, website and accessibility compliance, conference logistics, and onboarding/offboarding activities.
Supports efficient program operations, timely communication, regulatory compliance, and high-quality service to school districts, community partners, vendors, and internal staff.
Coordinates calendars, meetings, agendas, materials, minutes, and follow-up activities for the CNP Director and leadership team.
Serves as a resource to staff, sponsors, vendors, school districts, and the public by providing information, routing requests, and identifying appropriate next steps.
Prepares, reviews, processes, and maintains correspondence, forms, reports, agreements, invoices, purchase requests, travel documents, and other records for accuracy and completeness.
Coordinates procurement, purchasing, memberships, print orders, office supplies, equipment inventory, and invoice tracking in accordance with agency procedures.
Manages travel and conference logistics, including registrations, travel approvals, hotel and flight coordination, reimbursement documentation, and compliance with state travel policies.
Drafts, edits, formats, and distributes program communications, including newsletters, announcements, templates, website content, meeting materials, and reports.
Supports accessibility compliance by reviewing, correcting, and maintaining documents, presentations, spreadsheets, websites, and training materials to meet accessibility standards.
Plans and supports statewide conferences, trainings, meetings, and special events, including logistics, materials, communications, participant support, and post-event follow-up.
Supports hiring, onboarding, offboarding, equipment setup, information technology requests, building access, and orientation activities for CNP staff.
Maintains organized electronic and physical files, records, shared calendars, contact lists, desk procedures, and operational resources.