Administrative Secretary

Administrative Secretary FT / PT Status – Full-Time Benefits Eligibility – This position is eligible for a full benefits package. Salary – $17.31 - $25.00 Hourly Wage Remote Work / In-Office – Hybrid Recruiter – Elida Barrera | ebarrera@utyah.gov | 385-295-7911 Application Deadline – 9/8/2026* *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 Child Nutrition Programs Administrative Secretary provides administrative, operational, and organizational support team members. This position coordinates communications, meetings, procurement, travel, financial processes, records management, website and accessibility compliance, conference logistics, and onboarding/offboarding activities. The role supports efficient program operations, timely communication, regulatory compliance, and high-quality service to school districts, community partners, vendors, and internal staff. Distinguishing Characteristics This position is distinguished by its broad responsibility for coordinating complex administrative functions across multiple Child Nutrition Programs and operational areas. The incumbent serves as a central point of coordination for leadership, staff, external stakeholders, vendors, and school districts while supporting processes that require discretion, accuracy, independent judgment, and knowledge of agency procedures. Work may include interpreting and applying administrative policies, resolving procedural issues, improving workflow, documenting standard operating procedures, and supporting compliance with state, federal, and agency requirements. Examples of Tasks Coordinate calendars, meetings, agendas, materials, minutes, and follow-up activities for the CNP Director and leadership team. Serve as a resource to staff, sponsors, vendors, school districts, and the public by providing information, routing requests, and identifying appropriate next steps. Prepare, review, process, and maintain correspondence, forms, reports, agreements, invoices, purchase requests, travel documents, and other records for accuracy and completeness. Coordinate procurement, purchasing, memberships, print orders, office supplies, equipment inventory, and invoice tracking in accordance with agency procedures. Draft data containing potentially-confidential information Manage travel and conference logistics, including registrations, travel approvals, hotel and flight coordination, reimbursement documentation, and compliance with state travel policies. Draft, edit, format, and distribute program communications, including newsletters, announcements, templates, website content, meeting materials, and reports. Support accessibility compliance by reviewing, correcting, and maintaining documents, presentations, spreadsheets, websites, and training materials to meet accessibility standards. Plan and support statewide conferences, trainings, meetings, and special events, including logistics, materials, communications, participant support, and post-event follow-up. Support hiring, onboarding, offboarding, equipment setup, information technology requests, building access, and orientation activities for CNP staff. Maintain organized electronic and physical files, records, shared calendars, contact lists, desk procedures, and operational resources. Qualifications Knowledge, Skills, and Abilities Knowledge Administrative and office management practices, including scheduling, records management, correspondence, document control, and customer service. Government purchasing, procurement, invoicing, travel, reimbursement, and financial support processes. Business communication methods, including newsletters, website updates, public notices, meeting materials, and stakeholder communications. Accessibility requirements and best practices for documents, presentations, spreadsheets, websites, and digital communications. State and agency licensed and supported IT and business systems. Child Nutrition Program operations, program requirements, terminology, timelines, and administrative requirements sufficient to support program staff and stakeholders. Skills Business writing skills are used to provide clear written and verbal communication to prepare correspondence, reports, meeting notes, newsletters, and public-facing materials. Organize and prioritize multiple projects, deadlines, meetings, travel requests, and administrative assignments with accuracy and attention to detail. Draft data containing potentially-confidential information Provide responsive customer service and build effective working relationships with staff, vendors, school districts, sponsors, and partner organizations. Use technology and business systems to manage calendars, documents, data, communications, workflows, and records. Plan events and meetings, coordinate logistics, track decisions, and support follow-up through completion. Review documents and process requests carefully to identify errors, missing information, inconsistencies, or compliance concerns. Abilities Maintain confidentiality and exercise discretion when handling sensitive information, personnel matters, and internal communications. Work independently while supporting multiple leaders, teams, programs, and priorities. Interpret and apply procedures, policies, timelines, and instructions to complete administrative work accurately. Anticipate needs, solve routine procedural issues, and recommend process improvements to increase efficiency and consistency. Communicate effectively with diverse audiences and adjust messages for the purpose, audience, and communication channel. Learn new software, systems, policies, and procedures and apply them in a changing work environment. The ability to listen to and understand information and ideas presented through spoken words and sentences. Other Requirements The ability to read and understand information and ideas presented in writing. Work is generally performed in a standard office setting that is adequately lighted, heated, and ventilated. Work may require sitting for extended periods, using a computer and office equipment, walking, standing, bending, carrying light items, and occasional local travel. Must be able to lift 50 pounds, as needed, for materials, supplies, equipment, or event support. Employment is subject to applicable state, agency, and division policies, procedures, background requirements, and training expectations. About the Role Location – 250 East 500 South Salt Lake City, Utah, 84111 United States Background Check Required – Yes Drug Test Required – No Schedule Code – AE - Employees of the State Board of Edu. This is a career service exempt at will position. 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 , click here . Other benefits may include: 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 For more information please visit schools.utah.gov 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 (801) 957-9390.