Office Specialist Ii-Eep

Do you have previous experience with office logistics and administration? Would like to grow your skills in this field while making a a difference in environmental health and epidemiology? If so, then the Environmental Epidemiology Program (EEP) within the Utah Department of Health & Human Services has a place for you as an Office Specialist II.
In this position, you will complete data entry and scanning type record keeping functions, attend any required meetings while recording meeting minutes, arrange travel requirements and logistics while tracking needed reimbursements, answer phones, and assist with contracting and rules management. To be successful, you need to have two years or more of previous time in an office setting using various word processing and spreadsheet platforms, and bring a positive "can-do" attitude with you in all that you do.
Why You Should Join Our Team
The role that you fill will be a vital one as you provide staff and functional support for the Environmental Epidemiology Program (EEP) and other staff members within the Office of Communicable Diseases (OCD). You will be the link to ensure that EEP continues to meet its established mission and goals. Along with the satisfaction of making a difference, you will receive great health and retirement benefits, such as paid time off, giving you a positive work life balance.

• 3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.
• 5 dental plan options, with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.
• 4 vision plan options under EyeMed or OptiCare

• Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.
• Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.
  • Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))
  • Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.
• Employer contributions to your 401(k) are vested after four years.

• Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual, 4 hours sick).
• Annual leave amounts increase with years of service.
• We have 12 paid holidays.

Example of Duties

Principle duties
As an Office Specialist II you will:

• Become familiar and proficient in navigating procurement and travel policies.
• Monitor and order office supplies and other equipment.
• Assist with scheduling travel and logistics for various meetings and conferences.
• Set up and track travel requests and reimbursements.
• Prepare correspondence and mailings.
• Help maintain the EEP and OCD Website.
• Assist with setting up, attending, and taking minutes at meetings.
• Answer phones and direct callers to appropriate staff members.
• Image and store electronic data into electronic records archives.
• Enter public health information into form-based data systems.
• Prepare and archive paper records.
• Assist with contracting and rules management.
• Complete any other administrative duties as required.

Typical Qualifications

The Ideal Candidate

• Is fluent in Spanish and English.
• Has at least two years of previous experience in an office setting with experience using various word processing and spreadsheet platforms.
• Has previous data entry experience.
• Understands the importance of maintaining and protecting sensitive public health / employee information.
• Possesses a professional, polite, and service oriented attitude and demeanor.
• Is able to learn and utilize new technologies and software.
• Can handle multiple duties and requests.
• Has knowledge of Utah Department of Health policies and procedures.

Supplemental Information

Working Conditions:

• The typical office setting for this job is adequately lighted, heated and ventilated. However, you may encounter some risks that are associated with any office setting, for example, the safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Standard Schedule: Monday - Friday, 8:00 am to 5:00 pm.
• DHRM Rules apply to current state employees for promotions and transfers.
• This position is currently a hybrid of both in-office and remote work days. Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion at any time and for any reason.

• 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.