Administrative Secretary

Full Job Description

The Utah Department of Transportation (UDOT) is seeking a highly motivated and professional Administrative Secretary to provide comprehensive support to our Employee Development and Technology & Innovation Divisions.

In this pivotal role, you will serve as the primary point of contact for advanced administrative operations. This position requires a professional who exercises independent judgment and possesses a nuanced understanding of departmental programs, policies, and procedures. You will be instrumental in facilitating seamless communication and collaboration between internal teams, state agencies, and external stakeholders.

Principal Duties
As an Administrative Secretary, you will provide daily senior leader-level administrative support to the Division Directors of Employee Development and Technology & Innovation Divisions and their respective teams.
Key responsibilities include:

• Front-End Representation: Act as the primary point of contact for visitors and stakeholders, maintaining a professional reception and ensuring a well-organized office.
• Information Facilitation: Manage incoming and outgoing correspondence, route inquiries appropriately, and track action items to completion.
• Training Operations - Schedule and coordinate the end-to-end logistics for meetings, workshops, and training sessions.
• Records Management: Maintain accurate physical and digital filing systems to ensure data integrity and compliance.
• Travel Management: Arrange and manage comprehensive travel itineraries—including airfare, lodging, and ground transportation—and process expense reimbursements (e.g., Concur) in accordance with state policy.
• Financial Oversight: Execute purchasing tasks, monitor division expenditures, and process consultant invoices, in compliance with state procurement regulations.
• Outreach Coordination: Maintain and update a robust database of internship and recruiting contacts across universities, technical schools, and Career and Technical Education (CTE) programs.
• Training Event Logistics: Manage administrative requirements for training events, including venue coordination, catering, participant registration, and preparation of materials.
• Operational Assistance: Facilitate work task orders and budget requests while providing administrative continuity across project timelines and program development from planning through evaluation.

Minimum Qualifications
In order to qualify, candidates must demonstrate:

• Professional Expertise: Experience in an administrative support role.
• Technical Proficiency: Experience with Google Workspace, Microsoft Office Suite, and Adobe Acrobat.
• Core Competencies: A proactive and self-motivated work ethic with meticulous attention to detail and exceptional organizational skills.
• Communication: Excellent interpersonal skills with and a commitment to responsive, high-quality customer service.

Supplemental Information
Here is some important information:

• Work Environment
  • Working Conditions: Work is performed in a typical, climate-controlled office environment that is adequately lighted, heated, and ventilated. Standard office safety practices (e.g., safe use of equipment, observing fire regulations) apply.
  • Physical Requirements: Work is primarily sedentary (sitting comfortably to perform work). However, the role may require some walking, standing, bending, carrying light items, or driving a vehicle.
• Note on Reassignment: The employee may be reassigned to a different location as deemed necessary by the Division Leader.

Why Should You Join Our Team?

The work we do matters. If you want to make a positive difference doing meaningful work, this is the right place for you.

Our mission statement is, “Enhance quality of life through transportation.” We define quality of life through a framework of Good Health, Connected Communities, Better Mobility, and Strong Economy.

We help the State of Utah and its traveling public to get to where they want, when they want, in the way they want -- and we make sure they can do it safely.

You will become part of a team with an internal culture of Trust, Teamwork, and Flexibility. Our organization lives by the values of Respect, Integrity, and Caring. If these are your values too, you'll be a great fit.

Aside from working for a cause-driven, 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 Agency

UDOT is a strengths-based organization, which means its approach is based on identifying and developing individual and organizational strengths.

Our philosophy is to address challenges by bringing our strengths to each situation and create the best solutions.

Candidates are encouraged to be familiar with their strengths and consider how they may potentially be of benefit to the roles for which they are applying.

UDOT uses the Clifton Strengths Assessment, but there are multiple strengths assessment tools available online, and no formal assessment is required.

For more information on the Utah Department of Transportation, please click here.