Administrative Secretary

State of Utah

Full Job Description
Job Description




Are you dependable, honest and self-motivated?
Do you have a strong work ethic and can do attitude – when a solution isn’t obvious, can you come up with alternative plan? Are you searching for that career that has a friendly team environment? And want to be part of a team who is committed to producing excellent products and providing great service to customers? Then we have the perfect position for you!

The Department of Corrections is looking for an Administrative Secretary, for the Programming Division Conquest Male Drug Substance Use Program.

The Administrative Secretary, will provide clerical and support services for the Clinical Services Bureau providers. In this position you will perform a variety of clerical and administrative duties.

Principal Duties
As the Administrative Secretary, you will coordinate specialized agency office functions or activities, or manage a large and complex office. Duties you will be responsible for and may include:Provide administrative support to management and staff.
Act as liaisons between the office and other functional units of the agency.
Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
Retrieves data found in databases to generate requested reports.
Plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines.
Type meeting agenda and meeting minutes.
Scanning documents into a database.
Establish, organize and/or maintain files.
The Ideal Candidate
The model candidate for this position is someone who has:
Proficient computer skills.
Great customer service skills and experience.
Excellent communicate skills and able to suggest ideas.
Proficient skills monitoring and/or tracking information or data.
Ability to maintain composure and respond appropriately in stressful, situation(s).
Capability to perform research using the Internet and other computer-related sources.
Experience and skills to deal with people in a manner which shows sensitivity, tact, and professionalism.
Ability to work independently with little to no supervision.
What’s in it for you?We seek out only the best – the best skills, the best attitudes – and expect the best results from our employees. In return, we will not only offer a highly competitive compensation and benefits package but the training, development and support to make our employees a success in whatever they do for us.

More Than a Paycheck
Click here to view a summary of the benefits we offer. We also provide a generous paid time off so you can spend more time with your family and have a positive work-life balance.

The Agency
For more information about the Department of Corrections and the Bureau of Clinical Services, click here.


Example of Duties

Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
Coordinates and/or acts as a liaison between agency or work unit and other agencies, work units, organizations, suppliers, etc.
Provides assistance to staff and public.
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 correspondence, reports, documents and/or other written materials.
Retrieves data found in databases to generate requested reports.
Lead or functionally supervise staff; delegate work assignments, monitor/review quality of work, schedule staff, provide technical assistance or training, and/or provide input on performance appraisal, hiring and discipline.

Typical Qualifications
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

The ability to listen to and understand information and ideas presented through spoken words and sentences.
The ability to read and understand information and ideas presented in writing.
The ability to communicate information and ideas in speaking so others will understand.
The ability to communicate information and ideas in writing so others will understand.
The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
The ability to apply general rules to specific problems to produce answers that make sense.
The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
The ability to generate or use different sets of rules for combining or grouping things in different ways.
The ability to concentrate on a task over a period of time without being distracted.
The ability to see details at close range (within a few feet of the observer).
The ability to identify and understand the speech of another person.
The ability to speak clearly so others can understand you.
Understanding written sentences and paragraphs in work related documents.
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Communicating effectively in writing as appropriate for the needs of the audience.
Talking to others to convey information effectively.
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Understanding the implications of new information for both current and future problem-solving and decision-making.
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Being aware of others’ reactions and understanding why they react as they do.
Adjusting actions in relation to others’ actions.
Actively looking for ways to help people.
Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Managing one’s own time and the time of others.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Supplemental Information

Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
Hiring officials may identify additional related skills and requirements as preferences for this position.
All questions must be answered fully and in the format requested, if applicable. Failure to do so may result in disqualification. Entering “see resume” as an answer will be considered an incomplete answer. Cutting and pasting pertinent information from your resume is acceptable, but should be edited to be a precise answer to the question.
Only applicants that meet minimum qualifications will be contacted.
NOTE: Department of Human Resource Management rules regarding promotions and transfers apply to current state employees.
Only applicants selected for an interview will be contacted.
Salary will be based on the Career Ladder for current UDC employees.
Salary ranges specified reflect a minimum starting and top of range dollar amount. Actual rate per hour will be determined by evaluation of qualifications and skills of the individual and the availability of monies through budget and grants or by following DHRM rule.

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