Executive Office Specialist - Salt Lake City

State of Utah; Salt Lake City (UT); On-site; USD 22,000 - 36,000; Full time

Benefits offered by this job

Full benefits package

Job summary

State of Utah seeks an Executive Office Specialist to join the Utah State Office of Rehabilitation in Salt Lake City. The role provides advanced administrative, fiscal, and operational support to district leadership and staff.

Responsibilities include leading office staff, handling purchasing, processing invoices, and maintaining records. In-office role with full benefits, located in Salt Lake City, UT.

Qualifications

• Experience with state fiscal processes, purchasing, accounts payable, and travel systems.
• Strong proficiency in Microsoft Office and related tools such as Adobe and Google Applications.
• Experience with data tracking, reporting, and maintaining accurate records.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.

Responsibilities

• Provide administrative support to district leadership and management staff.
• Serve as a lead worker to Office Specialists and other administrative staff, providing training and guidance.
• Provide technical assistance with purchasing and procurement of tangible goods per state rules.
• Process invoices, bills, and payments with accurate coding and deadlines.
• Review financial documents for accuracy and adherence to procedures.
• Monitor and reconcile monthly accounts payable activities and resolve discrepancies.

Skills

Lead worker

Training abilities

Organizational skills

Communication skills

Time management

Tools

Microsoft Office

Adobe

Google Apps

Data entry systems

Job description

FT / PT Status – Full-Time

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

Salary – $16.33 - $25.90 Hourly Wage

Remote Work / In-Office – In-Office / On-Site

Application Deadline – 10/5/2026*

• 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.

Key Responsibilities

The Department of Workforce Services (DWS) is seeking a skilled and motivated Executive Office Specialist to join the Utah State Office of Rehabilitation (USOR) team in Salt Lake City, UT. This non-telework eligible position provides advanced administrative, fiscal, and operational support to district leadership and office staff.

Principal Duties

• Provide administrative support to district leadership and management staff
• Serve as a lead worker to Office Specialists and other administrative support staff, providing training, guidance, coordination, and work direction as assigned
• 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
• Track fiscal errors and assist in implementing corrective actions and process improvements
• 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

Qualifications

• Experience with state fiscal processes, purchasing, accounts payable, and travel systems
• Strong proficiency in Microsoft Office applications and related tools such as 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 support coordination among administrative staff

About The Role

Location

150 North 1950 West

Salt Lake City, Utah, 84116

United States

Background Check Required – You must successfully pass a criminal history check.

Drug Test Required – No

Schedule Code – TL - Time limited

Why You Should Join Our Team

Benefits

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 , . 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 mission of Workforce Services is to strengthen Utah's communities by supporting the economic stability and quality of our workforce. Today, more than 2,200 Workforce Services employees assist individuals in preparing for and finding jobs, meeting workforce needs of Utah businesses, administering temporary assistance, and providing economic data and analysis. Through a collaborative approach, the department has served millions of Utahns and has become a leader on several statewide initiatives. These include intergenerational poverty, homelessness, affordable housing, supporting refugees, helping rural communities, serving veterans and individuals with disabilities, and getting Utahns trained and back to work.

To learn more about Workforce Services, .

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].