Administrative Secretary-DCFS Southwest Region

State of Utah • Cedar City, UT

5d • Hybrid

About The Position

The Office of the Division of Child & Family Services (DCFS)-Southwest Region is seeking applicants to fill an Administrative Secretary position. This position can be housed in any of the following DCFS location: Cedar City, Kanab, St. George, Richfield, Manti, Beaver. The Administrative Secretary reports to and provides administrative support to the DCFS Southwest Region Director and the Region's Leadership Team and should have senior level knowledge of agency policies, procedures, practices, and advanced administrative skills, and be able to track and adapt to changing needs. They work independently and provide administrative support for a sizable statewide agency.

Requirements

• Administrative office experience, including minute-taking, records management, scheduling, and establishing, organizing, monitoring, and maintaining secure files and databases.
• Proficiency across Microsoft Office and Google Workspace platforms (Docs, Sheets, Slides, Shared Drives, and Chat), including managing granular access permissions for internal and external users.
• Ability to use logic to analyze complex information or data, identify underlying principles and trends, and draw sound, actionable conclusions.
• Familiarity with agency, division, and state policies, procedures, and specialized software applications, alongside a strong understanding of foundational research methods and information evaluation.
• Ability to present ideas, record data, and communicate information clearly and concisely using proper grammar, spelling, and punctuation while actively listening and synthesizing complex input.
• Strong commitment to customer service, demonstrating sensitivity, tact, and professionalism when collaborating with diverse stakeholders.
• Ability to maintain composure, exercise sound judgment, and respond appropriately in high-pressure, volatile, or crisis situations.
• Must have a valid Utah driver’s license.

Nice To Haves

• Have experience providing administrative support to an agency director, or equivalent, and/or to applicants with previous experience with the Department of Health and Human Services or in child welfare
• have a college degree
• are able to speak Spanish

Responsibilities

• Coordinating requests for access to the director and assistant directors, and connect partners and staff to the appropriate resource(s)
• Track key administrative functions across the region, including constituent and OCPO complaints, incentive awards and administrative hearings
• Relieving the director, or equivalent, of administrative detail
• Acting as a liaison between own agency or work unit and other agencies, work units, organizations, etc.
• Maintaining calendars, scheduling and coordinating executive appointments and travel arrangements
• Performing routine accounting duties
• Creating and editing written materials
• Analyzing, reviewing, interpreting, and summarizing data
• Coordinating and scheduling projects and/or activities
• Manage social security and DSPD processes, including applications and tracking
• Serve as the regional Outgoing ICPC liaison
• Creating agendas, taking minutes, and tracking assignments for multiple high-level meetings
• Participating as a member, or acting as a facilitator on committees or special task forces
• Coordinating/scheduling meeting or conference rooms and arranging for speakers, meals, equipment, etc.
• Tracking legislation or other current events
• Reviewing and making recommendations on policy and other documents on behalf of the Director and other members of the leadership team
• Supporting communication and clarity in relation to coordination, tracking, and adjusting priorities among the State Leadership Team
• Coordinating with Department Public Information Officers and Program Administrators to provide information and respond to inquiries or concerns from the public and other partners
• Supervising subordinate staff including hiring recommendations, determining workload, delegating assignments, training, monitoring, and evaluating performance as well as initiating corrective or disciplinary action.

Benefits

• This position is eligible for a full benefits package.
• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree