Executive Office Specialist - Salt Lake City

State of Utah•Salt Lake City, UT

7d•Onsite

About The Position

The Department of Workforce Services (DWS) is seeking a skilled and motivated Office Specialist I to join the Utah State Office of Rehabilitation (USOR) team in Salt Lake City, UT. This non-telework eligible position provides advanced administrative, fiscal, and operational support to district leadership and office staff.

Requirements

Experience with state fiscal processes, purchasing, accounts payable, and travel systems
Strong proficiency in Microsoft Office applications and related tools such as Adobe and Google Applications
Experience with data tracking, reporting, and maintaining accurate administrative and fiscal records
Strong organizational skills with the ability to manage multiple priorities and deadlines independently
Ability to serve as a lead worker and support coordination among administrative staff
You must successfully pass a criminal history check.

Responsibilities

Provide administrative support to district leadership and management staff
Serve as a lead worker to Office Specialists and other administrative support staff, providing training, guidance, coordination, and work direction as assigned
Provide technical assistance with purchasing and procurement of tangible goods in compliance with state purchasing rules and documentation requirements
Process invoices, bills, and payments, ensuring accuracy, appropriate coding, and compliance with fiscal policies and deadlines
Review financial documents and supporting materials for accuracy, completeness, and adherence to established procedures
Monitor, reconcile, and track monthly accounts payable activities, including identifying and resolving discrepancies
Track fiscal errors and assist in implementing corrective actions and process improvements
Coordinate meetings, including scheduling, logistics, materials preparation, and communication
Respond to correspondence, inquiries, and administrative requests, ensuring timely and accurate communication
Provide reception support and assist with front-office coverage as needed; and coordinate front office staffing throughout operational hours
Maintain, organize, and update records, databases, tracking systems, and administrative logs to support workflow and reporting accuracy
Assist with data entry, monitoring of internal systems, and quality assurance of administrative and fiscal records
Support office purchasing, inventory tracking, and administrative resource management