Training Department Office Specialist

State of Utah Office of the Governor • Lehi, UT

7d • $15 - $27 • Onsite

About The Position

The Training Department Office Specialist provides office and administrative support for the New Employee Orientation (NEO) Coordinator and serves as a focal point for advanced agency-specific assignments. The role uses independent judgment and specialized office skills to process agency documents, review them for accuracy and completeness, update information, evaluate materials against policy, and resolve inconsistencies. The incumbent applies agency regulations, policies, and procedures; drafts correspondence and other written materials; and provides information and assistance to the public and others completing forms and applications. The position may involve researching and assembling complex records, preparing recurring reports, coordinating calendars and activities, assisting with employee or vendor training, and ensuring adequate supplies.

Day-to-day work includes supporting NEO activities and interviews, coordinating applicant schedules and follow-ups, assisting with fingerprinting and Livescan, performing occasional reception duties at CMBT clinics, maintaining shared schedules and documents, monitoring and ordering office supplies, completing weekly environmental tasks, facilitating fire drills, tracking employee training, and performing data entry and document and records management. The position is full-time, in-office/on-site in American Fork, Utah, and is eligible for a full benefits package. A criminal history check is required; no drug test is required.

Requirements

• Works independently and uses sound judgment.
• Is organized and able to multitask.
• Is professional, responsible, and friendly.
• Has general knowledge of office equipment.
• Must successfully pass a criminal history check.

Nice To Haves

• Advanced office skills.
• Advanced knowledge of office equipment.

Responsibilities

• Provide support to the New Employee Orientation (NEO) Coordinator.
• Perform periodic reception duties with CMBT clinics.
• Maintain shared schedules.
• Prepare interview documents and materials for panel members.
• Facilitate or assist with NEO interviews.
• Contact applicants to schedule interviews and follow up.
• Facilitate or assist with fingerprinting and the Livescan process.
• Monitor office supplies and place orders each week.
• Complete environmental tasks each week.
• Facilitate three fire drills per quarter.
• Ensure employees are up to date with training.
• Perform data entry and maintain shared documents.
• Prepare and process documents; review for accuracy and completeness, reconcile discrepancies, make adjustments, update information, evaluate against policy, and compare elements for consistency or logical relationships.
• Write or draft correspondence, reports, documents, and other written materials.
• Maintain or create files and record-keeping systems; sort, label, file, and retrieve documents and other materials.
• Receive, research, and respond to questions or complaints; provide information, explain policies and procedures, and facilitate resolutions.
• Apply agency regulations, policies, and procedures when processing agency documents.
• Provide the public and others with information and assistance in completing forms and applications.
• Research and assemble records and information, including complex or difficult-to-identify materials.
• Prepare and generate recurring reports using automated processes and subject-matter knowledge.
• Coordinate calendars, schedules, appointments, meetings, training, facilities, and other activities as needed.
• Assist with training vendors and new employees as needed.
• Maintain adequate supplies by ordering, receiving, inspecting, and storing materials or supplies as needed.

Benefits

• Full benefits package eligibility.
• Job stability through employment within a well-established organization.
• Career growth and opportunities to develop skills and pursue leadership within a large organization.
• Meaningful work contributing to community services and organizational goals.
• Supportive work environment that values cooperation, strong work ethics, and mutual support.
• Work/life balance is valued as part of the organization’s culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed