Quality Instruction Executive Secretary

Benefits, advancing K-12 education, and great colleagues. These are a few of the things you can enjoy while working for the Utah State Board of Education (USBE).. This position plays an important role as it provides administrative support to the Coordinator and all the specialists on the team.

Principal Duties
The Executive Secretary will perform a variety of office functions including but not limited to:

• Handling confidential and protected information
• Providing administrative support
• Acting as a resource to provide information or determine the most effective way of meeting the needs of management, staff, and other education partners
• Writing or drafting correspondence, reports, documents, and/or other written materials for the USBE School Safety Center
• Reviewing incoming correspondence; initiating replies as appropriate; routing matters requiring action by staff or other organizations and following up to ensure actions are completed
• Scheduling and/or coordinates appointments, meetings, facilities, equipment, etc.
• Performing basic accounting, budgeting, and procurement duties, including contacting vendors
• Generating performance measure data, charts, graphs and reports
• Organizing and assisting with the delivery of meetings- both virtual and in person
• Organizing large scale events, including securing a venue, presenters, food, materials, etc.
• Following travel rules to make in and out of state travel arrangements for staff
• Following procurement code to facilitate the purchase of goods and services
• Completing other duties as assigned

• Is proficient in Microsoft Office: Teams, Word, Excel, and Outlook
• Is proficient in Google Docs, Sheets, Slides, and Drive.
• Is willing to lead the other support staff on the Quality Instruction team and coordinate work as needed.
• Is proficient with online meeting software such as Teams and Zoom
• Has excellent verbal and written communication skills
• Is self-motivated and willing to learn new systems like the Utah Grants Management system, MIDAS, and Canvas
• Has at least one year of professional experience in a similar role

Supplemental Information

• 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.
• 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.
• DHRM rules regarding promotions and transfers apply to current state of Utah employees.