Administrative Secretary

State of Utah•Salt Lake City, UT

1d•Onsite

About The Position

The Utah Department of Transportation (UDOT) is seeking a highly motivated and professional Administrative Secretary to provide comprehensive, daily support to the Chief Structural Engineer and the Structures Division. Serving as the primary contact for advanced agency assignments, this role requires independent judgment and a deep understanding of organizational policies and goals to facilitate seamless communication among internal teams, state agencies, and external stakeholders. Key responsibilities include managing office correspondence, files, and scheduling; overseeing logistics for meetings and travel; providing financial and procurement oversight; and maintaining critical division databases, website content, and technical records to ensure operational efficiency and transparency.

Requirements

Experience in an administrative support role.
Experience with Google Workspace, Microsoft Office Suite, and Adobe Acrobat.
A proactive and self-motivated work ethic with meticulous attention to detail and exceptional organizational skills.
Experience drafting and reviewing reports and correspondence, as well as presenting and creating presentations.
Excellent interpersonal skills with and a commitment to responsive, high-quality customer service.

Nice To Haves

Experience with administrative duties in the engineering or transportation field.

Responsibilities

Acts as the primary point of contact for the office, manages incoming and outgoing correspondence, maintains physical and digital filing systems, and assists with new employee onboarding, orientation, and training tracking.
Manages calendars, coordinates appointments, meetings, conferences, and workshops (including end-to-end logistics and minutes), and handles all travel arrangements and expense reimbursements.
Executes purchasing, monitors division expenditures, processes consultant invoices, and orders supplies.
Maintains the division’s website, organizational charts, databases, library, and hardware/software status; prepares consultant work task orders; and assists in creating presentations.