Job Description

The main purpose of this role is to provide secretarial and administrative support to the Director of the USBE Center for Continuous School Improvement (CCSI) - Director and the CCSI team.

This job requires program knowledge and its related processes, procedures, policies, and goals which enables incumbents to relieve the supervisor of administrative detail, such as answering correspondence, setting up conferences / workshops, travel, budgeting, etc.

Internal Position

Principal Duties :

• Provides clerical and / or administrative support and assistance.
• Receives calls and / or greets visitors, takes and relays messages, responds to requests for information; provides information or directs caller / visitor to appropriate individual.
• Maintains calendars, schedules and coordinates appointments, meetings, travel, etc.
• Maintains up to date budget spreadsheet that contains contracts, grants, and other purchasing including encumbered amounts.
• Tracks invoices weekly and provides budget updates to the director.
• Writes or drafts correspondence, documents, and / or other written materials; edits written material for accuracy, format, and arrangement of material.
• Reviews incoming correspondence; initiates a reply as appropriate; routes matters requiring action by staff or other organizations and follows up to ensure actions are completed.
• Update the CCSI website when necessary.
• Records and / or transcribes minutes of meetings, hearings, dictation, dialogue, etc., and produces document in draft or final format.
• Prepares and / or processes documents; reviews for accuracy and completeness; updates information and / or evaluates against policy;

compares elements for consistency or logical relationships, etc.

Maintains and / or creates files or record keeping systems. Sorts, labels, files, and retrieves documents, or other materials.

The Ideal Candidate

The Ideal Candidate will possess :

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to anticipate or tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to apply general rules to specific problems to produce answers that make sense.
• The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.

g., patterns of numbers, letters, words, pictures, mathematical operations).

• The ability to concentrate on a task over a period of time without being distracted.
• The ability to see details at close range (within a few feet of the observer).
• The ability to speak clearly so others can understand you.
• Understanding written sentences and paragraphs in work related documents.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Communicating effectively in writing as appropriate for the needs of the audience.
• Talking to others to convey information effectively.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Understanding the implications of new information for both current and future problem-solving and decision-making.
• Monitoring / Assessing performance of yourself or organizations to make improvements.
• Being aware of others' reactions and understanding why they react as they do.
• Adjusting actions in relation to others' actions.
• Actively looking for ways to help people.
• Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Managing one's own time and the time of others.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Why You Should Join Our Team

This is your chance to join an exceptional team that is committed to the education of students in the State of Utah. A flexible schedule, priority of family and health, and a collaborative team environment are some of the things you can enjoy while working for the USBE.

Additionally, you will receive an excellent compensation package which includes paid time off, retirement plan options, and a variety of medical insurance plans.

To learn more about the benefits offered please click here.

The Agency

The Utah State Board of Education (USBE) leads by creating equitable conditions for student success : advocating for necessary resources, developing policy, and providing effective oversight and support.

Click here for more information about the Utah State Board of Education.

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.