Region Director's Assistant (Administrative Assistant)
The Utah Department of Transportation (UDOT) is looking for a motivated person to provide administrative support to the Region One Director. We're looking for someone who's dependable, detail-oriented, and a great communicator to help keep our operations running smoothly. In this position, you will assist with office operations, support regional leadership, and help inform and educate the public and partner agencies about UDOT's programs and initiatives. This position will require working Monday through Friday, 8:00 am - 5:00 pm.
Principle Duties As the Region Director's Assistant, you will:
- Provide administrative support directly for the Region Director and Deputy Director.
- Greet patrons at the front desk, answer incoming calls and emails with the goal of creating a positive customer experience.
- Act as a resource to provide information or determine the most effective way of meeting the needs of management, staff, and other customers.
- Coordinate and/or act as a liaison between other agencies, including local government agencies, work units, organizations, consulting firms, etc.
- Write or draft correspondence, reports, documents, and/or other written materials.
- Review incoming correspondence, initiate replies as appropriate, route matters requiring action by Region staff or other organizations and track to ensure actions are completed.
- Receives, researches and responds to incoming questions or complaints; provides information, explains policy and procedures, and/or facilitates a resolution.
- Schedule and/or coordinate appointments, meetings, facilities, meals, equipment, etc. and follow up as needed.
- Serve on various boards, councils, committees, or task forces to coordinate agency activities and facilitate agency goals and initiatives.
- Perform basic accounting duties to include supply or equipment expenditures, tracking of inventory, etc.
- Complete any other duties as assigned.
Minimum Qualifications The qualified candidate will have:
- Prior office/clerical experience, ideally as an administrative assistant or similar position.
- A high school diploma or equivalent.
- Strong organizational skills.
- Excellent customer service and communication skills.
- A personable and friendly demeanor.
- Proficiency with computer applications, including Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides).
Preference may be given to those with five or more years of related office/clerical experience, ideally as an administrative assistant or similar position.
Why Should You Join Our Team? Aside from working for a cutting edge agency that is leading all other transportation departments in the nation, you will receive great health and retirement benefits. Working for the State of Utah provides a positive work-life balance. Click here to view a summary of the benefits we offer.
The Utah Department of Transportation strives in the delivery of exciting and innovative transportation projects designed to increase safety, reduce congestion, improve quality of life and Keeping Utah Moving! Join our team to help us reach our goal of Zero Fatalities, a goal we can all live with.
For more information on the Utah Department of Transportation please click here.
Here is some information you should be aware of:
- Sedentary Physical Requirements - 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.
- Working Conditions - 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.
- Employee may be reassigned to a different location as deemed necessary by the Region Director/Group Leader.
The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. To access a Total Compensation Calculator in Excel format click HERE.
As part of this application process, you must provide your work history in the work history section of your application. Failure to provide this information may result in disqualification. Your answers to the questions on this application must be supported by your work history, otherwise you may not receive credit.
Are you a current UDOT employee?
How many years of professional work experience do you have providing administrative support to a senior level manager or director? These details must be present in the work history section of your application or resume.
- None
- 1 year or less
- 2 - 3 years
- 4 - 5 years
- 6 - 7 years
- 8 - 9 years
- 10 or more years
From the list below, please select all that apply to your professional work experience. These details must be present in the work history section of your application or resume.
- None
- Maintaining calendars and schedules for others
- Coordinating/scheduling meetings and conference rooms and arranging for participants, audio/visual equipment, meals, etc.
- Typing correspondence
- Creating and/or editing written materials
- Preparing reports
- Data entry
- Creating/maintaining a filing system
- Ordering office supplies and tracking inventory
- Tracking assignments for a team
- Travel arrangements and assistance
Is any of your previous experience related to UDOT?
If yes, please provide details of how your experience relates to the transportation industry.
Do you have professional work experience preparing and coordinating travel arrangements, including airline and hotel reservations, itineraries, meetings, and tracking costs for reimbursement and budget purposes? These details must be listed in the work history section of your application or resume.
Please rate your experience with Microsoft Word.
- No experience
- Beginner, I have very limited experience and would need training and support to be effective.
- Intermediate, I have some experience and would be effective with limited training and support.
- Advanced, I have extensive experience and would not need training.
Please rate your experience with Microsoft Excel.
- No experience
- Beginner, I have very limited experience and would need training and support to be effective.
- Intermediate, I have some experience and would be effective with limited training and support.
- Advanced, I have extensive experience and would not need training.
Please rate your experience with Google mail and calendars.
- No experience
- Beginner, I have very limited experience and would need training and support to be effective.
- Intermediate, I have some experience and would be effective with limited training and support.
- Advanced, I have extensive experience and would not need training.
Please list other software programs you have used in preparing reports, correspondence, presentations, etc. and explain what you have used them for.
Do you have any relatives who currently work for UDOT? Per UDOT Policy, relatives are defined as: spouse, child, parent, and sibling, grandparent, grandchild, uncle, aunt, nephew, niece, first cousin (including in-laws and step relatives), or cohabitating employees.
If you do have relatives working for UDOT, please list the name, relationship, and work location for each relative.
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