Administrative Assistant
FT / PT Status – Full\-Time
Salary – $23 \- $29 Hourly Wage
Remote Work / In\-Office – In\-Office / On\-Site
Recruiter – Tehra Gorski \| tgorski@utah.gov
Application Deadline – 5/12/2026
Are you a highly organized, detail\-oriented, and proactive individual with an interest in public service? Would you like an opportunity to be at the heart of a State agency, where you can anticipate needs and take initiative? If you're ready to take your career to the next level and make a real difference, we encourage you to apply today!
We're seeking an exceptional Administrative Assistant to join our team and support the Utah Division of Real Estate in strengthening trust in Utah’s real estate industry.
Key Responsibilities
Key responsibilities and day to day responsibilities of this position:
In this position, you will provide critical support to the Division Director and the office, not only ensuring smooth operations and effective communication but also proactively identifying and addressing needs. Responsibilities will include, but are not limited to, the following:
- Strong organizational skills and attention to detail:
- Excellent verbal and written communication skills:
- Ability to multitask and prioritize effectively in a fast\-paced environment:
- Strong work ethic and commitment to public service:
- Ability to work independently and as part of a team:
- Ability to maintain confidentiality and exercise discretion:
- Resourcefulness and initiative, with a professional demeanor and positive attitude:
- Prior office/clerical experience.
- Prior customer service experience.
- Proficiency in Microsoft Word and Excel, or their Google equivalent.
- Prior administrative experience, two or more years (this includes customer service, maintaining records, data entry, drafting correspondence, etc.).
- Experience in a legal office environment.
- Experience working within a government agency or public sector organization.
- Current employees of the State of Utah.
- Accounting education, training, or experience.
- Job Classification: Administrative Assistant (\#11054\).
- Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion at any time and for any reason.
- Effective July 1, 2021, in\-state work rules require all work to be performed while physically within the state’s borders.
- We are interested in every qualified candidate who is eligible to work in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.
- As a condition of employment with the Department of Commerce, employees shall receive compensatory time off in lieu of payment in cash for all overtime worked under the Fair Labor Standards Act (FLSA).
- DHRM rules apply for promotions/transfers.
- 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.
+ Calendar Management \- managing the Division Director’s schedule, coordinating meetings, interviews, appointments, and travel arrangements.
+ Travel Coordination \- arranging domestic travel itineraries, including flights, accommodations, and ground transportation.
+ Record Keeping \- maintaining organized and accessible files, both physical and electronic, ensuring compliance with record retention and privacy policies. Archiving files promptly when appropriate.
+ Legal Filing and Records Management \- meticulously tracking and organizing division legal filings, ensuring all documents are properly stored and easily retrievable. Preparing official records of legal proceedings when required, maintaining accuracy and adherence to legal protocols.
+ Financial and Inventory Management \- processing invoices and payments, ensuring timely and accurate bill payment. Ordering and maintaining office supplies, tracking inventory levels to prevent shortages, and ensuring efficient use of resources.
+ Anticipatory Planning \- proactively identify upcoming needs and deadlines for the Division Director and office, preparing materials and scheduling proactively to ensure seamless execution.
+ Handling phone calls, emails, and inquiries from colleagues, other government officials, and the public.
+ Drafting, editing, and proofreading letters, memos, and other documents on behalf of the Division Director.
+ Meeting Preparation \- preparing agendas, materials, and presentations for meetings. Taking accurate minutes during meetings and distributing them to the relevant parties.
+ Board and Commission Support \- assisting in coordinating the recruitment, application, and appointment processes for the Division's commissions and board. Communicating effectively with potential candidates, board/commission members, and relevant officials, ensuring a seamless and transparent selection process.
+ Board and Commission Meeting Management \- coordinating and facilitating board and commission meetings, ensuring compliance with all relevant laws and regulations. Working closely with the Division’s legal analyst to prepare meeting materials, agendas, and minutes, and to address any legal or procedural questions that arise.
+ New Hire and Employee Transitions \- coordinating the onboarding process for new hires, including paperwork, equipment setup, and introductions. Managing offboarding procedures, ensuring a smooth transition for departing employees, and proper handling of State property.
+ Strategic Support and Initiative \- proactively identifying opportunities to improve office efficiency and support the Division Director beyond assigned tasks, taking initiative to implement solutions or propose enhancements. Assist with special projects and initiatives, often taking the lead on logistics and coordination.
Qualifications
Minimum or "day\-one" qualifications:
* The ability to report to the office daily \- this position is not eligible for remote work (the office is in downtown Salt Lake City).
Preferred or trainable/on\-the\-job qualifications:
About the Role
Location –
160 East 300 South
Salt Lake City, UT, 84111
United States
Background Check Required – You must successfully pass a criminal history check.
Drug Test Required – No
Schedule Code – B \- Competitive Career Service
Why You Should Join Our Team
In Utah, we believe hard work is important, but balance is essential. Finding work/life balance is a vital element to our culture. To find out more about WHY Utah, click here. Other benefits may include:
* Job Stability: Enjoy the security and reliability of employment within a well\-established organization.
* Career Growth:Develop valuable skills and gain opportunities for leadership within a large organization.
* Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
* Supportive Work Environment:Be part of a team that values cooperation, strong work ethics, and mutual support.
The Utah Division of Real Estate is a regulatory agency within the Utah Department of Commerce. The Division plays a crucial role in ensuring the integrity and professionalism of the real estate industry in Utah. This position will provide you with the opportunity to work with a wonderful team of dedicated professionals, where your proactive contributions will be valued as you learn the ins and outs of the real estate industry in Utah. For more information about the Division, please visit our website.
The Agency
The Utah Department of Commerce is the licensing and registration agency for Utah’s professional and business community. Commerce’s mission is strengthening trust in Utah’s commercial activities. Commerce does this through regulation, enforcement, and education. Commerce has eight divisions, representing various economic industries. You can learn more about the agency by visiting the Commerce website.
Supplemental Information
EEO Statement
The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact (801\) 957\-9390\.