Executive Secretary

Utah Department of Human Resource Management (DHRM); Salt Lake City (UT); Sur place; USD 28 000 - 32 000; Plein temps

Résumé du poste

Executive Secretary position with Utah Department of Health and Human Services (DHHS) in Salt Lake City. This role provides exceptional customer service, maintains accurate records, and supports office operations with a proactive, detail-oriented approach.

In-office schedule is Monday–Friday, 8:00am–5:00pm. The position offers full benefits, a competitive hourly wage ($20.00–$23.00) and opportunities to contribute to a collaborative team focused on public service.

Qualifications

• Excellent customer service to applicants and stakeholders.
• Proficient in digital tools, software, and systems (Microsoft Office, Google Workspace).
• Review and verify data for accuracy and policy compliance.
• Evaluate information and apply logical reasoning to make sound decisions.
• Take responsibility for assigned tasks and decisions to ensure reliable performance.

Responsabilités

• Answer and direct incoming phone calls and emails.
• Provide customer service when clients, family or community partners come in.
• Enter data into a computer system and retrieve, correct, or delete previously entered data.
• Write correspondence, reports, documents, and other written materials.
• Use Google Calendar to track, schedule and coordinate meetings, appointments or other office activities.
• Maintain supply inventory and assist in purchasing supplies.

Connaissances

Customer service

Data entry

Attention to detail

Critical thinking

Accountability

Bilingual (English/Spanish)

Outils

Microsoft Office

Google Workspace

Description du poste

Executive Secretary

FT / PT Status – Full-Time
Benefits Eligibility – This position is eligible for a full benefits package.Salary – $20.00 - $23.00 Hourly Wage
Remote Work / In-Office – In-Office / On-Site
Application Deadline – 11/5/2026*

*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 Utah Division of Licensing and Background Checks is seeking a highly motivated and detail-oriented Executive Secretary to join our team. In this role, you will be responsible for providing exceptional customer service, maintaining accurate records, and ensuring the efficient flow of communication and supplies. If you have a passion for delivering excellent customer service, staying organized, and contributing to a collaborative team environment, this role is a perfect fit for you.

This position requires you to be in the office Monday-Friday, 8:00am-5:00pm at our Salt Lake City office (195 North 1950 West).

Day-to-Day Responsibilities

• Answer and direct incoming phone calls and emails
• Provide customer service when clients, family or community partners come in
• Enters data into a computer system and retrieves, corrects, or deletes previously entered data.
• Writes correspondence, reports, documents, and other written materials.
• Use Google Calendar to track, schedule and coordinate meetings, appointments or other office activities
• Maintain supply inventory and assist in purchasing supplies

Qualifications

Minimum ("Day-One") Qualifications

• Focusing on Customers: Ability to provide excellent service to applicants and stakeholders to ensure a positive and professional experience.
• Leveraging Technology: Ability to use digital tools, software, and systems to efficiently enter, retrieve, and manage data (e.g., Microsoft Office suite, Google Workspace).
• Attention to Detail: Ability to review and verify data and records to ensure accuracy and compliance with policies.
• Thinking Critically: Ability to evaluate information and apply logical reasoning to make sound decisions.
• Demonstrating Accountability: Ability to take responsibility for assigned tasks and decisions to ensure reliable and consistent performance.

Preferred Qualifications (Trainable / On-the-Job)

• Following Policies & Procedures: Ability to adhere to organizational guidelines and legal requirements to ensure compliance in all background check activities.
• Handling Sensitive Information: Ability to manage confidential data and records to protect applicant privacy and maintain organizational trust.
• Communicating through Writing: Ability to draft clear and professional letters, reports, and correspondence to provide accurate information to stakeholders.
• Organizing: Ability to maintain accurate records, logs, and documentation to ensure efficient workflow and compliance.
• Bilingual Proficiency: Verbal and written communication skills in both English and Spanish are an asset for interacting with customers.

Supplemental Information

• Effective July 1, 2021, State of Utah Employees must either reside in Utah or be in the process of relocating to within 30 days of their start date.
• Please note, a position's eligibility for remote and/or hybrid work is established by agency management and is subject to change at their discretion, at any time and for any reason.
• 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.
• DHRM rules apply for promotions and transfers.

About the Role

Location –
195 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 – 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,

• 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

Become an integral part of the Utah Department of Health and Human Services (DHHS) and contribute to the vision of advocating for, supporting, and serving all individuals and communities in Utah; and ensuring all Utahns have fair and equitable opportunities to live safe and healthy lives. Help us achieve this through effective policy and a seamless system of services and programs.

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].