Administrative Secretary - It

Administrative 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

• Utilize computer programs on a daily basis such as Legal Files, Microsoft Suite, etc.
• Scheduling for various IT team members.
• Manage clerical/billing information.
• Assist in equipment inventory and auditing processing.
• Retrieves data found in databases to generate requested reports.
• Legal library distribution and assistance.
• Various other duties as assigned.
• Writes, drafts, and edits correspondence, reports, documents and/or other written materials, and manage the documents.
• 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.
• Assist with conflict memo and legal hold processing.
• Provide IT support service to employees for onboarding, transfers, and exiting employees.

Typical Qualifications
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• Find, gather, and organize information or data in a clear and concise manner
• Establish, organize and/or maintain files
• Review, edit, and proofread documents for accuracy and completeness
• Work efficiently and competently under deadlines
• Arrange, coordinate, or schedule time and details
• Assemble, sort, and/or distribute documents, supplies, and/or materials/items
• Principles, practices and procedures of an office environment
• Deal with people in a manner which shows sensitivity, tact, and professionalism
• Occasionally work past standard business hours
• Enter, transcribe, record, store, or maintain information in either written or electronic form
• Follow written and/or oral instructions
• Record messages from verbal information received by telephone conversation or personal contact
• Identify creative solutions to problems; communicate ideas to coworkers
• Communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
• Applicable laws, regulations, and/or policies and procedures
• Proficiency in Legal Files, Microsoft Excel, and Word, as well as Microsoft Suite.
• Work independently and proactively; works in groups as part of a team
• Speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• Adapt to new software programs, packages, and protocols
• Computer word processing, spreadsheet, document formatting, case management, and other automated software programs
• Prioritize tasks and balance workload