DOPL Administrative Assistant

State of Utah - Jobs • Salt Lake City, UT • 2h ago

Key responsibilities and day to day responsibilities of this position:In this role, you will provide critical, confidential support exclusively to the Division Director and Assistant Director, while coordinating key logistics for the Multidisciplinary Health and Services (MHS) Section and the wider office. Your responsibilities will include the following. Executive Signature Pipeline & Legal SupportLegal Documentation Prep: Review, complete, and meticulously track incoming Notices of Agency Action received from bureau managers. Signature Management: Prepare, organize, and route critical documents requiring the Director s signature, including default orders, special orders, and time-sensitive emergency hearing orders. Record Integrity & Petitions: Evaluate and process formal petitions requesting the removal of public records from the division website. GRAMA Officer: Serve as one of the primary DOPL GRAMA records officers to process, track, and fulfill records requests. Process Modernization & Digital Stewardship Workflow Optimization: Actively audit legacy, paper-based, or manual administrative workflows within the MHS Section and propose/implement secure, streamlined digital alternatives. Digital Training: Create simple, clear digital user guides for new workflows to ensure team alignment and smooth onboarding. Records Management: Migrate and maintain highly organized, secure, and easily searchable electronic filing systems in strict compliance with retention and privacy policies. High-Level Board & Section Operations Liaison & Board Relations: Conduct high-level board and committee coordination, serving as a vital professional liaison between section board secretaries, division leadership, external stakeholders, and the Governor's liaison. Meeting & Calendar Management: Proactively manage complex executive calendars, schedule division interviews, coordinate domestic travel itineraries via Concur, prepare agendas, and capture accurate meeting minutes. Division Coordination: Maintain, update, and distribute the master contact list and employee work schedules for the entire division. Strong work ethic and commitment to public service. Financial, Supply, & Personnel Logistics Financial Management: Independently manage, track, and verify invoices and payments to ensure timely, accurate bill payment. Inventory Control: Order office supplies and track inventory levels for the entire division to optimize resource usage. Personnel Transitions: Manage the comprehensive onboarding process for new hires (paperwork, equipment setup, introductions) and execute offboarding procedures for departing employees to ensure proper handling of State property. Ability to maintain confidentiality and exercise discretion: New Hire and Employee Transitions, coordinating the onboarding process for new hires, including paperwork, equipment setup, and introductions. Managing offboarding procedures, ensuring a smooth transition for departing employees, and proper handling of State property. Resourcefulness and initiative, with a professional demeanor and positive attitude: Special Projects, assisting with special projects and initiatives as assigned by the Divisions. Serve as one of the DOPL GRAMA records officers.

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