Administrative Assistant – Executive

State of Utah

Full Job Description
Job Description


Administrative Assistant – Executive

The Executive Division of the Utah Attorney General’s Office has an immediate opening for an Administrative Assistant. Incumbents in this job report to and have a close and confidential relationship to a division director or equivalent that reports to the Attorney General and/or members of the executive office. They may also assist the Attorney General, Chief of Staff, and other members of the executive office. In addition to executing public facing reception duties and general agency workload, the incumbent can also provide administrative support to the division director, or equivalent. Incumbents are required to have knowledge of agency policies, procedures, practices, and office skills. They work independently and provide administrative support that may include one or more of the following duties: screen access to director, or equivalent; provide information and respond to inquiries or complaints from the public and other customers; coordinate and schedule projects and/or activities; relieve director, or equivalent of administrative detail; analyze, review, interpret, and summarize data; create and edit written materials; act as a liaison between own agency or work unit and other agencies, work units, organizations, etc.; coordinate/schedule meetings, travel and maintains calendar. They will also receive, handle, sort and collate legal documents to be distributed within the office and may prepare legal documents as required to support executive level members.

Example of Duties

Receives calls and/or greets visitors, takes and relays messages, responds to requests for information; provides information or directs caller/visitor to appropriate individual.
Maintains calendars, schedules and coordinates appointments, meetings, travel, etc. for executive members.
Provides clerical and/or administrative support and assistance to executive members.
Reviews incoming correspondence, initiates replies as appropriate; routes matters requiring action by staff or other organizations and follows up to ensure actions are completed.
Receives and processes legal documents served by process servers, recorded in a timely manner and disseminated to attorneys.
Prepares legal documents, collecting and organizing data and exhibits in connection with litigation.
Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
Writes or drafts email correspondence; edits written material for accuracy, format, and arrangement of material.
Maintains and/or creates files or record keeping systems. Sorts, labels, files, and retrieves documents, or other materials
Maintains a desk calendar of appointments and meetings; prepares outgoing mail for delivery; sorts incoming mail; accepts deliveries.
Handles copying and collating jobs for office staff; assists with clerical projects in the office; maintains copy machines and arranges repairs as necessary; shreds sensitive documents.
Maintains storeroom containing office supplies, keeps supplies stocked and orders supplies as needed, keeps supplies organized for easy access
Maintains office lounge and kitchen area; cleans counters and tables daily; straightens area; cleans refrigerator weekly.
Performs other related duties as required

Typical Qualifications

Working knowledge of office procedures and telephone etiquette; type at 40 wpm. Familiar with operation of office machines; general keyboard and computer skills
Ability to speak clearly; ability to establish and maintain effective working relationships with employees, management, representatives of other agencies, and the public
Ability to communicate effectively, verbally and in writing; ability to follow verbal and written instructions
Working knowledge and understanding of service of process regarding filing of legal paperwork.

Supplemental Information

Graduation from high school and one (1) year of related experience or any equivalent combination of education and experience.

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