Legislative Executive Admin Assistant

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

3d•$30 - $35•Hybrid

About The Position

The Office of Legislative Services (LSO) is a non-partisan office that provides internal support to the entire legislative branch. LSO provides support in varying ways, such as human resource functions, finance, IT services, printing, and more! As an internal support office, we look for individuals who embody a customer service mindset and demonstrate our core values. LSO is seeking to fill a Legislative Executive Administrative Assistant position. This non-partisan position and is exempt from executive branch merit service. The incumbent provides comprehensive administrative support, including scheduling appointments, coordinating meetings, planning and managing events, seminars, and workshops, and arranging travel. Responsibilities also include preparing reimbursements, maintaining and ordering office supplies, reconciling purchasing cards, processing accounts payable, and performing other financial tasks. Additionally, the incumbent provides printing office backup, applicant scheduling and coordination, and general human resource support as needed. The incumbent for this position must reside in Utah and have the ability to report in-person to work. This position has remote work options, but the incumbent will have a set schedule of in-person and remote workdays. Remote work schedules are subject to change based on business needs. During the annual legislative General Session, the incumbent will be required to be in-person (January through March).

Requirements

High school diploma or GED
Proficient with computer and software applications, including Microsoft Outlook, Word, PowerPoint, Excel, and Adobe Acrobat Pro
3-5 years of administrative experience in a professional office setting
Excellent verbal and written communication skills, including the ability to adapt written communication style based on the task
Superior organizational skills with the ability to work on multiple projects at one time
Ability to work in a collaborative group setting
Ability to maintain confidentiality
Ability to be professional, courteous, and respectful in all interactions, regardless of partisan affiliation

Nice To Haves

Associate’s or bachelor’s degree
Knowledge of the Utah legislative process
Prior professional experience in an accounting or human resource office

Responsibilities

Providing direct administrative support to the Executive Office, Deputy Director of Administration, and Deputy Director of IT, including managing calendars, scheduling meetings, coordinating priorities, and assisting with day-to-day operational needs.
Providing administrative and clerical support to the human resources, finance, printing, and IT teams, including preparing correspondence, mailing, scanning, copying, compiling electronic documents, and maintaining and organizing both written and electronic files.
Coordinating meetings and events, including preparing agendas, coordinating logistics, arranging facilities, and managing invitations and attendance.
Processing travel-related tasks, including reviewing and submitting travel authorizations, processing reimbursements, ensuring timely payments, and maintaining accurate travel records in accordance with established guidelines.
Maintaining and updating data dashboards and creating visualizations and reports to analyze and communicate key organizational metrics.
Handling financial tasks such as purchasing card reconciliation, accounts payable invoicing, and preparing financial reports to ensure accuracy and compliance with established guidelines.
Coordinating with the executive branch to ensure consistency with financial processes within state systems.
Supporting recruitment efforts by processing applications, scheduling interviews, coordinating applicant communication, and providing logistical support for recruitment activities across various legislative offices.
Maintaining office supplies and equipment, including ordering, inventory management, and tracking usage to ensure availability and efficiency.
Providing backup support for the printing office and document preparation, including formatting, copying, binding, and distributing documents as needed, and performing Bill Room duties during the legislative session.
Maintaining a professional rapport when interacting with current and prospective employees, external partners, and the public, ensuring courteous and efficient communication.
Assisting with human resource processes as needed, including compiling onboarding materials, organizing training sessions, and maintaining personnel records.