Executive Office Specialist - SLC

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 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.

The Executive Office Specialist provides advanced administrative, fiscal, and operational support to district management and staff, including:

• 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.

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 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, 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].