Administrative Secretary-DCFS Southwest Region

United Trading Group; Cedar City (UT); Hybrid; USD 22,000 - 43,000; Full time

Benefits offered by this job

Hybrid work model

Full benefits package

Job summary

The DCFS Southwest Region is seeking an Administrative Secretary to support the regional leadership with calendar management, meeting coordination, and data tracking. This role involves liaising with staff and external partners, preparing materials, and ensuring efficient administrative operations across multiple sites in Utah.

Hybrid in-office work in Cedar City area, with travel as needed; strong MS Office/Google Workspace skills and a focus on customer service are essential for success.

Qualifications

• Administrative office experience with minute-taking, records management, scheduling, and maintaining secure files/databases.
• Proficiency with Microsoft Office and Google Workspace, including granular access permissions.
• Ability to analyze complex information, identify trends, and draw actionable conclusions.
• Familiarity with agency policies, procedures, and specialized software applications; research methods knowledge.
• Clear written communication with proper grammar and concise data presentation.

Responsibilities

• Coordinate access requests to the director and assistant directors and connect staff to resources.
• Track regional administrative functions, complaints, awards, and hearings.
• Relieve the director of administrative detail where possible.
• Act as liaison between agency units and other agencies or organizations.
• Maintain calendars and coordinate executive appointments and travel arrangements.
• Perform routine accounting duties and assist with project coordination.
• Create and edit written materials; summarize data and prepare reports.
• Schedule meetings, coordinate rooms, arrange speakers and meals, manage equipment.
• Manage social security and DSPD processes, applications, and tracking; ICPC liaison duties.
• Prepare agendas, take minutes, track assignments for high-level meetings.
• Support policy reviews and communications across leadership; respond to inquiries.
• Supervise subordinate staff including workload, assignments, training, and evaluations.

Skills

Analytical thinking

Written communication

Customer service

Crisis management

Spanish (preferred)

Administrative support (minuting)

Office coordination

Education

College degree

Tools

Microsoft Office

Google Workspace

Job description

Administrative Secretary-DCFS Southwest Region

FT / PT Status – Full-Time

Benefits Eligibility – This position is eligible for a full benefits package.

Salary – $16.89-$30.62

Remote Work / In-Office – Hybrid

Application Deadline – 10/6/2026*

*This job posting may close at any time after the minimum advertising period of three (3) business days has passed, should a sufficient applicant pool be received. Applicants are encouraged to apply as early as possible.

Administrative Secretary-DCFS Southwest Region

DCFS Starting Pay $20.95

If you want to make a difference for children and families in the State of Utah, you should apply for this opening. The Office of the Division of Child & Family Services (DCFS)-Southwest Region is seeking applicants to fill an Administrative Secretary position.

This position can be housed in any of the following DCFS location: Cedar City, Kanab, St. George, Richfield, Manti, Beaver.

Key Responsibilities

• Coordinating requests for access to the director and assistant directors, and connect partners and staff to the appropriate resource(s);
• Track key administrative functions across the region, including constituent and OCPO complaints, incentive awards and administrative hearings;
• Relieving the director, or equivalent, of administrative detail;
• Acting as a liaison between own agency or work unit and other agencies, work units, organizations, etc.;
• Maintaining calendars, scheduling and coordinating executive appointments and travel arrangements;
• Performing routine accounting duties;
• Creating and editing written materials;
• Analyzing, reviewing, interpreting, and summarizing data;
• Coordinating and scheduling projects and/or activities;
• Manage social security and DSPD processes, including applications and tracking;
• Serve as the regional Outgoing ICPC liaison
• Creating agendas, taking minutes, and tracking assignments for multiple high-level meetings;
• Participating as a member, or acting as a facilitator on committees or special task forces;
• Coordinating/scheduling meeting or conference rooms and arranging for speakers, meals, equipment, etc.;
• Tracking legislation or other current events;
• Reviewing and making recommendations on policy and other documents on behalf of the Director and other members of the leadership team;
• Supporting communication and clarity in relation to coordination, tracking, and adjusting priorities among the State Leadership Team;
• Coordinating with Department Public Information Officers and Program Administrators to provide information and respond to inquiries or concerns from the public and other partners;
• Supervising subordinate staff including hiring recommendations, determining workload, delegating assignments, training, monitoring, and evaluating performance as well as initiating corrective or disciplinary action.

Qualifications

• Administrative office experience, including minute-taking, records management, scheduling, and establishing, organizing, monitoring, and maintaining secure files and databases.
• Proficiency across Microsoft Office and Google Workspace platforms (Docs, Sheets, Slides, Shared Drives, and Chat), including managing granular access permissions for internal and external users.
• Ability to use logic to analyze complex information or data, identify underlying principles and trends, and draw sound, actionable conclusions.
• Familiarity with agency, division, and state policies, procedures, and specialized software applications, alongside a strong understanding of foundational research methods and information evaluation.
• Ability to present ideas, record data, and communicate information clearly and concisely using proper grammar, spelling, and punctuation while actively listening and synthesizing complex input.
• Strong commitment to customer service, demonstrating sensitivity, tact, and professionalism when collaborating with diverse stakeholders.
• Ability to maintain composure, exercise sound judgment, and respond appropriately in high-pressure, volatile, or crisis situations.

Preference

Preference may be given to candidates who:

• Have experience providing administrative support to an agency director, or equivalent, and/or to applicants with previous experience with the Department of Health and Human Services or in child welfare
• have a college degree
• are able to speak Spanish

Supplemental Information

• Only applicants invited to interview will be contacted.
• Department of Resource Management rules regarding promotions and transfers apply to current employees.
• Travel required; you may be required to use your personal vehicle to perform the duties of this position; approved mileage reimbursement through State Finance. job offers are contingent upon passing a background Screening Applications (BBSA)
• All DCFS job offers are contingent upon passing a background Screening Applications (BSA).
• Must have a valid Utah driver’s license.
• A position eligibility for hybrid work is established by agency management and is subject to change at their discretion at any time and for any reason.
• The State of Utah requires all employees to physically work inside the State of Utah Boundaries.

Physical Requirements

• Moderate - Some of the work performed requires some physical exertion. You may be required to stand; walk over rough surfaces; bend; crouch; stoop; stretch; reach; lift moderately heavy items (up to 50 lbs.), e.g. lifting a small child in a recurring manner and/or for long periods of time.

Working Conditions

• Moderate Risk - 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.

About the Role

Location – This position can be housed in any of the following DCFS location: Cedar City, Kanab, St. George, Richfield, Manti, Beaver.

Drivers License Requirement – Employees hired for this recruitment will be subject to the Driver Eligibility standards found at the following link: https://adminrules.utah.gov/public/search/driver%20eligibility/Current%20Rules

Background Check Required – Yes

Drug Test Required – No

Schedule Code – B - Competitive Career Service

Why You Should Join Our Team

In Utah, we believe hard work is important, but balance is essential. Finding work/life balance is a vital element to our culture. To find out more about WHY Utah, click here.

Other benefits may include:

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

The Agency

The goal of Utah Division of Child and Family Services (DCFS) is to have communities where children grow up safe from abuse, neglect and dependency, where adults are protected from domestic violence, and where parents can be strengthened in their capacity to keep their family safe. For more information about DCFS, Click Here

EEO Statement

The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact [phone].