Address
Form of work
SalaryAdministrative Secretary - IT
The Information Technologies (IT) Division of the Utah Attorney General's Office has an immediate opening for an Administrative Secretary. This position provides administrative support to management and staff in the IT Division and interacts with all divisions within the office. The best candidate requires broad knowledge of multiple agency programs and related processes, procedures, policies and goals that enables incumbents to facilitate the work. This position resolves procedural difficulties and interpret regulations and policies which are pertinent to the scope of the office. They will perform a variety of duties to help the IT Division meet their needs.
Preference may be given to a current Attorney General employee, in addition to proficiency in the Legal Files program.
Example of Duties
- Act as a liaison and resource to provide information or determine the most effective way of meeting the needs of management, IT team members, and all other AG employees.
- Provide IT support service to employees for onboarding, transfers, and exiting employees.
- Utilize computer programs on a daily basis such as Legal Files, Microsoft Suite, etc.
- Scheduling for various IT team members.
- Writes, drafts, and edits correspondence, reports, documents and/or other written materials, and manage the documents.
- Retrieves data found in databases to generate requested reports.
- Assist with conflict memo and legal hold processing.
- Legal library distribution and assistance.
- Assist in equipment inventory and auditing processing.
- Manage clerical/billing information.
- Various other duties as assigned.
Typical Qualifications
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)
- applicable laws, regulations, and/or policies and procedures
- computer word processing, spreadsheet, document formatting, case management, and other automated software programs
- adapt to new software programs, packages, and protocols
- proficiency in Legal Files, Microsoft Excel, and Word, as well as Microsoft Suite.
- review, edit, and proofread documents for accuracy and completeness
- enter, transcribe, record, store, or maintain information in either written or electronic form
- record messages from verbal information received by telephone conversation or personal contact
- arrange, coordinate, or schedule time and details
- establish, organize and/or maintain files
- assemble, sort, and/or distribute documents, supplies, and/or materials/items
- find, gather, and organize information or data in a clear and concise manner
- work efficiently and competently under deadlines
- occasionally work past standard business hours
- prioritize tasks and balance workload
- speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
- follow written and/or oral instructions
- communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
- deal with people in a manner which shows sensitivity, tact, and professionalism
- work independently and proactively; works in groups as part of a team
- identify creative solutions to problems; communicate ideas to coworkers
- principles, practices and procedures of an office environment
Supplemental Information
- 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.
