Executive Secretary, USDB

State of Utah

Full Job Description
Job Description

The Utah Schools for the Deaf and the Blind (USDB) invites you to consider a challenging and diverse employment opportunity with our agency. We are looking for a highly-motivated individual to fill the position of Executive Secretary to the Director of Educational Support Services.

Principal Duties:
As an Executive Secretary you will:

Provide secretarial and administrative support and assistance without direct supervision.
Maintain calendars; schedule and coordinate appointments, meetings, travel, etc.
Use computer programs to write or draft correspondence, reports, documents, and/or other written materials; edit written material for accuracy, format, and arrangement of material and conformity with standard acceptable English.
Generate and analyze data required for federal, state, and agency reports, gathering data and information which may be difficult to identify and require substantial research.
Review incoming correspondence; initiate replies as appropriate; route matters requiring action by staff or other organizations and follows up to ensure actions are completed.
Review outgoing correspondence, edit for procedural and grammatical accuracy, conformance to general policy and factual correctness; advise writer of problems needing attention.
Record and/or transcribe minutes of meetings, hearings, dictation, dialogue, etc., and produce document in draft and/or final format.
Maintain and/or create files or record keeping systems and monitor staff files while ensuring confidentiality with student records.
Use a variety of software programs to create specialized graphics, databases, spreadsheets, and other related specialties.
Place orders for teacher and student supplies.
Ensure all transactions are recorded and the budget balances accurately.
Occasional travel may be required.

The Ideal Candidate
The Ideal Candidate will possess:Broad practical skills in providing secretarial and administrative services.
Strong computer skills in a variety of computer programs and software, such as Docs, Sheets, and other Google based applications, etc., with the ability to successfully implement information from each.
Practical skill in gathering, organizing, and communicating information of importance to director’s work assignments.
Ability to communicate clearly and effectively; deal with people in a manner which shows sensitivity, tact, and professionalism; maintain strict confidentiality.
Preference may be given to candidates with a working knowledge of Utah state processes, procedures, and purchasing practices.
Successful completion of criminal background check is required for this position.

Why You Should Join Our Team
Utah Schools for the Deaf and the Blind employees make a positive difference to the lives of USDB students and for their families and enjoy seeing the difference they make every day.

The State offers a desirable benefits package and retirement plan as well as many other benefits.
High deductible option that costs nothing per paycheck and the State contributes money into a health saving account for you to use.
Traditional plan with a low cost bi-weekly premium.
Low premium cost for dental and vision insurance.
You can choose to receive a pension with a 401k or a 401k option only where the state matches 10-12% of your wage.
The State also matches up to $26 per paycheck into your 401k on top of what you will already be receiving.
Paid time off:
Earn 4 hours of paid time off and 4 hours of sick leave every pay period.
11 paid holidays.
There are many other voluntarily/miscellaneous benefits available. To learn more please click here.

The Agency
To learn more about the Utah Schools for the Deaf and the Blind, please click this link: www.usdb.org.

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.
This is a full-time, twelve month per year position. Work schedule Monday through Friday, 8:00 a.m. to 5:00 p.m.