Operations Assistant

State of Utah

Full Job Description
Job Description
Are you organized, hardworking, and great with people? The Department of Commerce Division of Occupational and Professional Licensing (DOPL) is looking for someone who will thrive in this Operations Assistant position, and become a productive, positive member of our team.

As the Operations Assistant (Office Specialist II), you will assist the Operations Manager and other managers and supervisors within the operations group. You will balance the Division’s E & E funds, act as a backup for NPDB reporting, participate in the hiring process for new DOPL staff (coordination of schedules, scheduling, etc.). You will act as a back for the Customer Service team, Compliance team, Pre Litigation team, and the Operations group. Your duties will include, but not be limited to the following:

Preparing and/or processing E & E Funds; reviewing for accuracy and completeness; updating information and/or evaluating against policy; comparing elements for consistency or logical relationships, etc. Reporting monthly fund balances to the Division Director, Operations Manager, and other Division managers.
Acting as a backup for reporting discipline to the NPDB and other reporting agencies.
Writing, Drafting, or helping to keep licensing and other applications up to date.
Scanning and posting discipline to Division Website.
Preparing success reports, Utah Works documentation reports, and other reports as requested by Division management.
Retrieving data within databases to generate requested reports.
Acting as a backup for Operations Business Analyst.
Acting as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients, or customers.
Verifying data entry by comparing the source document against input data.
Maintaining and/or creating files or record-keeping systems.
Acting as a lead or functionally supervising staff; delegating work assignments, monitoring/reviewing the quality of work, scheduling staff, providing technical assistance or training, and/or providing input on performance appraisal, hiring, and discipline.
Reviewing cases, applications, files, records, etc., to determine the action to be taken.

Our model candidate will:Have exceptional record-keeping and organizational skills.
Have excellent communication skills, both verbal and written.
Thrive while balancing multiple priorities.
Work effectively with people in a wide variety of contexts.
Be self-motivated to accomplish high-quality work.

This position is eligible for a rich benefits package, generous paid time off, and great work-life balance. You can learn more about offered benefits here. For more information about our division, please visit our website.

The Department of Commerce is the licensing and registration agency for Utah’s professional and business community. We provide oversight of business registrations, trademarks, Uniform Commercial Code filings, occupational and professional licensing, consumer protection, public utilities, securities, real estate and residential mortgage lending.
You can learn more about our agency by visiting our website.

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

The ability to deal with people in a manner that shows sensitivity, tact, and professionalism
The ability to speak clearly, concisely, and effectively; listen to, and understand, information and ideas as presented verbally
The ability to communicate information and ideas clearly, and concisely, in writing; read and understand the information presented in writing
The ability to organize information in a clear and concise manner
Knowledge of proper grammar, spelling, and punctuation.

Supplemental Information

This position may be in the office for training, and then may be able to telework up to two days per week (if eligibility requirements are met).
DHRM rules apply for promotions/transfers.
Job#11022, Office Specialist II.
As a condition of employment with the Department of Commerce, employees shall receive compensatory time off in lieu of payment in cash for all overtime worked under the Fair Labor Standards Act (FLSA).
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
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.

To apply for this job please visit www.governmentjobs.com.