Executive Office Specialist — Lead Admin & Finance

Utah Department of Workforce Services; Salt Lake City (UT); On-site; USD 45,000 - 65,000; Full time

Job summary

The Utah Department of Workforce Services is seeking an Executive Office Specialist to join the Utah State Office of Rehabilitation team in Salt Lake City, UT. This role provides advanced administrative and fiscal support to district leadership and staff, ensuring accurate processing of invoices, purchases, and reporting.

You will lead administrative staff, coordinate meetings, manage front-office operations, and maintain records and systems essential for smooth workflow.

Qualifications

• Experience with state fiscal processes, purchasing, accounts payable, and travel systems.
• Proficiency in Microsoft Office, Adobe, and Google Applications.
• Experience with data tracking, reporting, and maintaining accurate administrative and fiscal records.
• Strong organizational skills with the ability to manage multiple priorities and deadlines independently.
• Ability to serve as a lead worker and coordinate administrative staff.

Responsibilities

• Provide administrative support to district leadership and management staff.
• Serve as a lead worker to Office Specialists and other administrative support staff.
• Provide technical assistance with purchasing and procurement of tangible goods in compliance with state purchasing rules and documentation requirements.
• Process invoices, bills, and payments, ensuring accuracy, appropriate coding, and compliance with fiscal policies and deadlines.
• Review financial documents and supporting materials for accuracy, completeness, and adherence to established procedures.
• Monitor, reconcile, and track monthly accounts payable activities, including identifying and resolving discrepancies.
• Coordinate meetings, including scheduling, logistics, materials preparation, and communication.
• Respond to correspondence, inquiries, and administrative requests, ensuring timely and accurate communication.
• Provide reception support and assist with front-office coverage as needed; and coordinate front office staffing throughout operational hours.
• Maintain, organize, and update records, databases, tracking systems, and administrative logs to support workflow and reporting accuracy.
• Assist with data entry, monitoring of internal systems, and quality assurance of administrative and fiscal records.
• Support office purchasing, inventory tracking, and administrative resource management.

Skills

State fiscal processes

Purchasing

Accounts payable

Travel systems

Lead worker

Tools

Microsoft Office

Adobe

Google Applications

Job description

The Utah Department of Workforce Services is seeking an Executive Office Specialist to join the Utah State Office of Rehabilitation team in Salt Lake City, UT. This role provides advanced administrative and fiscal support to district leadership and staff, ensuring accurate processing of invoices, purchases, and reporting.

You will lead administrative staff, coordinate meetings, manage front-office operations, and maintain records and systems essential for smooth workflow.