Office Specialist II

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

3d • $15 - $29 • Hybrid

About The Position

The Utah Department of Environmental Quality (DEQ), Division of Water Quality, is seeking a detail-oriented, self-motivated professional to join our team as a part-time Office Specialist II. This role involves establishing and maintaining a centralized database of federal funding sources, overseeing digital filing systems, serving as the Assistant Travel Coordinator, managing vendor data, drafting and distributing single audit letters, processing agency documents, assisting with contract and grant administration, performing basic accounting functions, and developing data warehouse queries.

Requirements

• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Demonstrated ability to exercise considerable independent judgment in applying agency regulations and resolving inconsistencies in documentation.
• High School diploma or equivalent.
• Must successfully pass a criminal history check.

Nice To Haves

• Associate degree in Finance, Business Administration, or a related field.
• Ability to perform complex production tasks that require a comprehensive knowledge of pertinent rules, regulations, and policies.
• Advanced skills in originating professional correspondence and assisting fellow staff members with complex forms.
• Proven experience in advanced office support and administrative coordination.
• Proficiency in database management and digital filing systems (experience with Laserfiche or Aestiva is a plus).

Responsibilities

• Establish and maintain a centralized database of federal funding sources, purposes, and real-time balances to mitigate fiscal risk.
• Locate and assemble complex records requiring substantial research and subject matter expertise.
• Oversee digital filing and document integrity within Laserfiche, Aestiva, and Google Drive.
• Serve as the Assistant Travel Coordinator, managing staff submittals, reimbursements, and inquiries.
• Manage vendor data updates.
• Draft and distribute single audit letters, and assist with administrative portion of subrecipient risk assessments as needed.
• Process agency documents by reviewing for accuracy, evaluating against policy, and taking independent action to resolve discrepancies.
• Assist Contract Grant Analyst in drafting authorization letters and packets, to include workflow management and Laserfiche filing.
• Perform basic accounting functions as needed.
• Assist Financial Analyst with separation of duties regarding check deposits.
• Develop and run basic Data Warehouse Queries.

Benefits

• 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: Part-time
• Career Level: Mid Level
• Education Level: High school or GED