Administrative Assistant - Dcfs State Office (Telework Eligible)

If you want to make a difference for children and families in the State of Utah, you should apply for this opening. The State Office of the Division of Child & Family Services (DCFS) is seeking applicants to fill an Administrative Assistant position.
This position is open to telework options. The State of Utah requires all employees to physically work inside the State of Utah Boundaries.
Principle Duties
Duties
They work independently and provide administrative support for a sizable statewide agency by performing the following duties
The Administrative Assistant reports to and provides administrative support to the Director of DCFS and the State Leadership Team and should have senior level knowledge of agency policies, procedures, practices, and advanced administrative skills, and be able to track and adapt to changing needs.

• Maintaining calendars, scheduling and coordinating executive appointments and travel arrangements;
• Coordinating and scheduling projects and/or activities;
• Tracking legislation or other current events;
• Coordinating/scheduling meeting or conference rooms and arranging for speakers, meals, equipment, etc.;
• Analyzing, reviewing, interpreting, and summarizing data;
• Participating as a member, or acting as a facilitator on committees or special task forces;
• Coordinating requests for access to director and assistant directors and connect partners and staff to the appropriate resource(s);
• Supporting communication and clarity in relation to coordination, tracking, and adjusting priorities among the State Leadership Team;
• Creating and editing written materials;
• Relieving the director, or equivalent, of administrative detail;
• Reviewing and making recommendations on policy and other documents on behalf of the Director and other members of the leadership team;
• Coordinating with Department Public Information Officers and Program Administrators to provide information and respond to inquiries or concerns from the public and other partners;
• Supervising subordinate staff including hiring recommendations, determining workload, delegating assignments, training, monitoring, and evaluating performance as well as initiating corrective or disciplinary action.
• Acting as a liaison between own agency or work unit and other agencies, work units, organizations, etc.;
• Performing routine accounting duties;
• Creating agendas, taking minutes, and tracking assignments for multiple high-level meetings;

Qualifications
The model candidate for this position is someone who possesses:

• Previous experience supervising others by assigning/directing work; conducting employee evaluations, training and development; taking appropriate disciplinary/corrective actions, making hiring/termination recommendations, etc.
• Expertise in using Google Drive applications (particularly Shared Drive, Docs, Sheets, Slides, and Chat Rooms), as well as an understanding of how to manage varying levels of access for multiple internal and external users;
• If a current DCFS employee is selected for this position, a career mobility may be used.
• Administrative office experience in minute-taking, records management and scheduling;
• The ability to use logic to analyze or identify underlying principles, reasons, or facts associated with information or data in order to draw conclusions;
• Familiarity with Division and State policies, procedures, programs, and State or agency-specific software applications;

Preference
Preference May Be Given To Candidates Who

• Have experience providing administrative support to an agency director, or equivalent, and/or to applicants with previous experience with the Department of Human Services or in child welfare
• Have a college degree
• Are able to speak Spanish

Why You Should Join Our Team
Become an integral part of a Utah Division working together to keep children safe and strengthen families in our communities. Experience a sense of achievement for a job well done and enjoy work/life balance! We offer great health benefits and retirement plans, generous paid time off, and a balanced work schedule to afford quality time spent with your family. Click here for a listing of the State of Utah's great benefits.
The Division
The goal of Utah Division of Child and Family Services (DCFS) is to have communities where children grow up safe from abuse, neglect and dependency, where adults are protected from domestic violence, and where parents can be strengthened in their capacity to keep their family safe. For more information about DCFS click here. Typical Qualifications
These are qualifications associated with this position in addition to those given above.

• Familiarity with research methods, techniques, and/or evaluating sources of information.
• Ability to communicate clearly both verbally and in writing; use correct grammar, spelling, and punctuation; speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally or in writing;
• Ability to record information in a clear and concise manner;
• Ability to establish, organize, monitor, and maintain files and data;
• Strong computer skills, including expertise in both Microsoft and Google Drive platforms;
• Strong commitment to customer service, including ability to deal with others in a manner that demonstrates sensitivity, tact, and professionalism; ability to maintain composure and respond appropriately in stressful, volatile, or crisis situations;