Secretary to Chief Executive Officer jobs in Utah

Please note that this posting closes at 5:00 pm on the date listed above.



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Job Summary
Provides secretarial services for the Chief of Staff and Communications Department. Processes time and attendance documents and assists in preparing and monitoring budget for the entire department. Maintains schedules of meetings and deadlines for the Chief of Staff and members of the Communications Department. Under the supervision of the Chief of Staff, the secretary is responsible for the courteous and efficient operation of the department.

Essential Functions

• Be supervised by the Chief of Staff over the Communications Department
• Perform complex administrative support duties
• Act as liaison between Chief of Staff and multiple District departments, schools, state agencies, and the general public
• Assist with projects with various District departments
• Coordinate scheduling with supervisors and other District departments, schools and the public
• Prepare correspondence, reports, memos, and various other documents. Review content for accuracy and completeness; makes grammatical and technical changes to content as needed
• Prepare Payroll for the Communications Department
• Take dictation and transcribe letters, memos, meeting minutes, etc.
• Assist in outreach survey development
• Maintain calendar for Chief of Staff and various administrative meetings
• Inform supervisors of events, activities, committee meetings, public hearings. Follow up on appointment schedules as needed to verify appointment and meeting commitments
• Arrange registration, travel, lodging, per diem, and other details for Supervisors and other staff. Submit and manage related budgetary items
• Assist in tracking and maintaining administrative processes that ensure compliance with federal and state laws and regulations and district policies
• Organize and manage details of district events: invitations, reservations, catering, physical setup, responses, and follow-up
• Coordinate with Supervisors to create PowerPoint presentations and handouts for various meetings, events, and public distribution
• Maintain and coordinate ordering and inventory of supplies
• Carefully maintain administrative filing systems
• Assist in managing schedules for front desk receptionists
• Receive incoming telephone calls, take messages, or route calls to appropriate personnel
• Provide general assistance to walk-in public

Non-Essential Functions

• Other duties as assigned.

Required Knowledge, Skill and Ability

• HIGH SCHOOL DIPLOMA OR GED - Copy of supporting documentation required before the deadline date to be considered for this position. Current employees may have a copy on file.
• Applicant must have completed three years of full-time experience as an Administrative Secretary.
• Applicants must be able to accurately type at least 55 wpm

Preferred Knowldege and Skills
Applicants should have the following:

• Excellent interpersonal skills
• Excellent written and oral communication skills and public relations skills
• Ability to maintain confidentiality of all matters pertaining to the Chief of Staff and Executive Leadership Team
• Excellent decision making and problem-solving skills
• Excellent organizational skills and ability to monitor multiple tasks
• Ability to remain calm under pressure
• Superior writing and proofreading skills (grammar, spelling, punctuation, etc.)
• Ability to take accurate dictation and/or minutes
• Knowledge of the QCC system and familiarity with Frontline
• Proficiency in Microsoft Office programs (i.e. Word, Outlook, Excel and PowerPoint) or equivalents
• Knowledge of district budgeting practices and accounting procedures preferred
• Ability to find, understand and interpret district policies and procedures

The successful applicant will be responsible to coordinate all matters essential to the offices under the direction of the Chief of Staff.
Required Prior Experience

• Requires three years of prior full-time administrative secretarial work experience.

Decision Making Authority
Prioritizes own work. Determines quality of work done by secretarial staff. Determines work assignments and deadlines. Determines when to alert supervisor concerning potential budget overruns. Recommends solutions to problems to Chief of Staff. Recommends software and other enhancements to supervisor.
Non-Supervisory Interaction
Interacts with all employee and community groups. Communicates with the district superintendency, administrators, Payroll Department, Human Resources and Budgeting.
Supervisory Responsibility
Helps to direct activities of the District Office Front Desk secretaries.
Working Environment
Standard office conditions. Deals with multiple supervisors. Works on multiple assignments with deadlines. Handles concerned patrons and deals with frequent interruptions.
Physical Demands
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Please note that this posting closes at 5:00 pm on the date listed above.



________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________









Job Summary
Provides secretarial services for the Chief of Staff and Communications Department. Processes time and attendance documents and assists in preparing and monitoring budget for the entire department. Maintains schedules of meetings and deadlines for the Chief of Staff and members of the Communications Department. Under the supervision of the Chief of Staff, the secretary is responsible for the courteous and efficient operation of the department.

Essential Functions

• Be supervised by the Chief of Staff over the Communications Department
• Perform complex administrative support duties
• Act as liaison between Chief of Staff and multiple District departments, schools, state agencies, and the general public
• Assist with projects with various District departments
• Coordinate scheduling with supervisors and other District departments, schools and the public
• Prepare correspondence, reports, memos, and various other documents. Review content for accuracy and completeness; makes grammatical and technical changes to content as needed
• Prepare Payroll for the Communications Department
• Take dictation and transcribe letters, memos, meeting minutes, etc.
• Assist in outreach survey development
• Maintain calendar for Chief of Staff and various administrative meetings
• Inform supervisors of events, activities, committee meetings, public hearings. Follow up on appointment schedules as needed to verify appointment and meeting commitments
• Arrange registration, travel, lodging, per diem, and other details for Supervisors and other staff. Submit and manage related budgetary items
• Assist in tracking and maintaining administrative processes that ensure compliance with federal and state laws and regulations and district policies
• Organize and manage details of district events: invitations, reservations, catering, physical setup, responses, and follow-up
• Coordinate with Supervisors to create PowerPoint presentations and handouts for various meetings, events, and public distribution
• Maintain and coordinate ordering and inventory of supplies
• Carefully maintain administrative filing systems
• Assist in managing schedules for front desk receptionists
• Receive incoming telephone calls, take messages, or route calls to appropriate personnel
• Provide general assistance to walk-in public

Non-Essential Functions

• Other duties as assigned.

Required Knowledge, Skill and Ability

• HIGH SCHOOL DIPLOMA OR GED - Copy of supporting documentation required before the deadline date to be considered for this position. Current employees may have a copy on file.
• Applicant must have completed three years of full-time experience as an Administrative Secretary.
• Applicants must be able to accurately type at least 55 wpm

Preferred Knowldege and Skills
Applicants should have the following:

• Excellent interpersonal skills
• Excellent written and oral communication skills and public relations skills
• Ability to maintain confidentiality of all matters pertaining to the Chief of Staff and Executive Leadership Team
• Excellent decision making and problem-solving skills
• Excellent organizational skills and ability to monitor multiple tasks
• Ability to remain calm under pressure
• Superior writing and proofreading skills (grammar, spelling, punctuation, etc.)
• Ability to take accurate dictation and/or minutes
• Knowledge of the QCC system and familiarity with Frontline
• Proficiency in Microsoft Office programs (i.e. Word, Outlook, Excel and PowerPoint) or equivalents
• Knowledge of district budgeting practices and accounting procedures preferred
• Ability to find, understand and interpret district policies and procedures

The successful applicant will be responsible to coordinate all matters essential to the offices under the direction of the Chief of Staff.
Required Prior Experience

• Requires three years of prior full-time administrative secretarial work experience.

Decision Making Authority
Prioritizes own work. Determines quality of work done by secretarial staff. Determines work assignments and deadlines. Determines when to alert supervisor concerning potential budget overruns. Recommends solutions to problems to Chief of Staff. Recommends software and other enhancements to supervisor.
Non-Supervisory Interaction
Interacts with all employee and community groups. Communicates with the district superintendency, administrators, Payroll Department, Human Resources and Budgeting.
Supervisory Responsibility
Helps to direct activities of the District Office Front Desk secretaries.
Working Environment
Standard office conditions. Deals with multiple supervisors. Works on multiple assignments with deadlines. Handles concerned patrons and deals with frequent interruptions.
Physical Demands
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.