Administrative Services Manager

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

8d•$30 - $40•Hybrid

About The Position

The Office of the Lieutenant Governor is seeking a talented Administrative Services Manager to join the team! The Administrative Services Manager oversees the administrative, personnel, and statutory responsibilities of the Office. This job is responsible for direct supervision of specialized administrative staff with overall responsibility for office operations, statutory implementation, and process improvements. The individual chosen will exercise independent discretion over management of employees and processes.

Requirements

Has at least two years working in a professional office environment.
Has good written and verbal communications skills.
Has experience with database programs and Google suite.
Has experience reading and interpreting Utah State Code.
Is organized and detail oriented.
Works independently with little or no supervision.
Has experience with accounts payable and receivable.
Handles stressful situations with tact and professionalism.
Able to multi-task and prioritize competing responsibilities.

Nice To Haves

Preferable experience leading a team.

Responsibilities

Oversee the day-to-day operations of the Office, solve problems, step in to handle escalated issues, and actively find ways to improve office efficiency.
Coordinate and manage the office staff schedule, including remote work rotations, time-off requests, and implementing strategies to maintain baseline staffing levels across the administrative and elections staff.
Set office-wide operational policies, including calendar blackout periods during peak seasons and workplace expectations.
Assist with, or handle, travel arrangements and reimbursements for staff.
Conduct staff meetings to update staff on new processes or updates.
Complete the onboarding and offboarding process for hires in the Office, ensuring everyone has the necessary access and technology to succeed. This includes overseeing the internship program.
Posting job openings, screening qualified applicants and interviewing potential candidates.
Work with the Governor’s Office of Planning and Budget to determine appropriate pay scales for new positions.
Supervise and support specialists handling core functions such as document authentications, public records, archives, notary public commissions, the local entity registry, annexations, and city and town incorporations.
Periodically attend public hearings regarding city and town incorporations/annexations.
Ability to fill in for each of the positions supervised, especially the front desk to process document authentications during lunches or when the primary staff member is out of the office.
Conduct 1:1 meetings with staff related to performance reviews and provide coaching.
Oversee the implementation of new state laws and statutory changes that impact the responsibilities of the administrative staff, including agency fees, document authentication, notary public commission, archives, public records, annexations, entity registration, and city and town incorporation.
Track legislation and occasionally present in committee.
Maintain and track requests for usage of the Great Seal of the State of Utah in accordance with Administrative Rule.
Maintain Administrative Rules that relate to the Office alongside the Director of Elections.
Track and pay general office invoices.
Manage the purchasing of office supplies and equipment.
Reconcile agency Purchasing Card reports and financial deposits.
Plan and manage logistics for office functions, team meetings, and Capitol Complex room reservations.
Attend regular management meetings to provide team updates to the Lieutenant Governor and Chief of Staff.
Act as the primary liaison for projects and office efficiency updates, including Salesforce applications and some websites.
Oversee overall constituent services procedures for the office, including phone calls/phone tree.
Act as the primary liaison for facilities related to projects with the Office suite and Capitol Hill tenants.
Handle deposit reports for bi-weekly reconciliation.
Act as the primary contact for emergency preparedness and lead team in case of emergency.
Other duties as assigned.