Salary Range (DOE): $22.20 - $27.33/hour
As the Assistant to the Executive Director, you will play a pivotal role in ensuring the smooth operation of our offices and establishing positive relationships amongst our Authority Board (County Officials) and community partners. You’ll need a natural ability to forecast needs, fill them, have an eye for detail, handle large dollar reconciliation and budget management tasks, meet deadlines, and resolve concerns before issues arise. This position helps set the culture and climate of our organization. An ability to interact in a kind and confident manner inside the organization and amongst outside stakeholders is imperative. We value a positive attitude, kind candor, and the ability to see tasks through to completion. The ideal candidate would have prior experience supporting executive leadership and working with a government board or commission. The position works out of our St. George office, Monday through Friday, 8:00 a.m. until 5:00 p.m.
Posting will close Monday, July 28, 2025 at 8:00 a.m. MT.
GENERAL PURPOSE:
Performs a variety of administrative and complex secretarial duties as needed to expedite the delivery of services and programs provided through and coordinated by the behavioral health center. Performs as personal secretary to the Executive Director.
SUPERVISION RECEIVED:
Works under the general supervision of the Executive Director.
SUPERVISION EXERCISED:
Provides direct supervision to the Administrative Assistants and general supervision of the Secretarial Support Staff throughout the agency.
PERFORMANCE EXPECTATIONS:
- Exemplifies the organizational values of Performance, Innovation, and Excellence.
- Serves a personal secretary to the Executive Director; prepares and composes correspondence; maintains the Director's appointment schedule; and supervises to ensure completion of Executive and Board assignments. Book and reconcile all travel arrangements.
- Serves as the Records Officer for the Center; classifies center documents, sets retention schedules, coordinates the application of the Utah GRAMA Act within the agency. Meets deadlines associated with Utah Code.
- Prepares agendas and minutes for Center Management and other meetings of the Executive Director. Familiar and compliant with Utah Code 52-4, Open and Public Meetings Act.
- Receives emails from Center Web Site and directs questions, problems, or concerns to the appropriate program manager or other administrative staff for resolution.
- Receives, sorts, and screens incoming mail and telephone calls for the Executive Director.
- Serves as secretary to the Southwest Behavioral Health Center Authority Board; schedules meetings, coordinates agenda, prepares minutes, processes travel expenses, and performs other assignments as directed by the Board.
- Serves as assistant to the Executive Director by performing liaison functions to Center staff and programs. Briefs the Director of special occurrences and circumstances. Fosters a positive relationship between the Executive Directors office and other programs and offices within the Center. Represents the Executive Director in a positive and supportive manner with all staff of Southwest Behavioral Health Center.
- Coordinates support staff training activities, including agenda, calendar, and any special arrangements. May be required to make arrangements for, and manage, the details of a large training or conference of 100 or more people. Continue to look for ways to improve the processes at the Center by observation and consulting with support staff.
- Authorized signer on Center bank account, Payee bank accounts, and Employee FUN'd account, as well as reconciling Center bank card(s).
- Collect lodging receipts and complete the Utah Sales Tax Refund Request - TC-62G coupon and mail to the Utah State of Tax Commission. Provide receipts and copy of the request to accounting. (Lodging-Related Sales Tax Exemption)
- Assist with Human Resource functions such as FMLA processing from request through approval and return to work; organize, staff, and facilitate required training from scheduling dates and instructors, posting and monitoring training registrations, sending notifications, tracking attendance, updating credentials in HRM software platform; assist with employee offboarding process (exit management); policy updates, including formatting and posting; and other duties as needed.
- Responsible for inventory and purchase of Center office supplies. Assists in monitoring staff use of supplies to ensure appropriate use. Responsible for the Administration petty cash account. Reconciling Center credit card purchases, verify and assign account codes.
- Purchases and maintains Center gift cards. Reports recipients and gift card values to payroll.
- Oversees various accounts and contracts (such as: public transit/other transportation, Amazon, Staples, WalMart, etc.).
- Attend and/or facilitate a monthly meeting with the Risk Manager and St. George or other area Office Managers on building related concerns and resolution.
- Ensures that the Employee FUN'd (activities committee) is staffed and functioning to provide programs and activities for Center Staff.
- Ensures the third-floor reception is open and staffed Monday through Friday from 8am through 5pm.
- Serves as a Notary for the Center, attending any necessary training as needed.
- Oversees the management of the Center's intranet, updating as necessary.
- Perform other duties as assigned.
MINIMUM QUALIFICATIONS:
Education and Experience:
- Graduation from high school, plus two (2) years of related post-high school education, including training in office practices and procedures such as computers, business, and/or communication courses.
- Five (5) years of full-time experience in executive administrative or senior clerical work. Preference given to those with prior Personal or Executive Assistant to C-Level positions, progressively responsible experience performing above or related duties and/or experience working in a government agency. Additional experience may be substituted for education on a year-for-year basis.
- Type 50 wpm.
- Valid Driver's License (ability to secure Utah License within 60 days of hire and maintain throughout employment).
Required Knowledge, Skills, and Abilities:
Considerable working knowledge of:
- Office practices and procedures such as: telephone etiquette, interpersonal communication, English composition and grammar, operation of standard office equipment
- Proficiency with Google Suite, Microsoft office applications (ie: Word, Excel, etc.), as well as DocuSign
- GRAMA Act and records management
- Purchasing requirements related to public agencies
- Principles of scheduling and time management
Skills:
- Confident personality and capable of being persistent when necessary
- Self-motivated, proactive, and forward-thinking
- Diplomatic and tactful
- Detail-oriented and organized
- Able to handle and resolve problems
- 10-key by touch
- Reconciling vendor accounts and credit cards
- Ability to establish priorities
Abilities:
- Effectively communicate verbally and in writing
- Maintain discretion and strict confidentiality with sensitive information
- Relate with the public, including the ability to manage complaints & questions
- Anticipate needs and foresees problems
- Create appointment schedules and manage staff time in an office setting
- Maintain a positive attitude and willingness to work with all team members
- Handle large dollar reconciliation and budget management tasks
- Work independently and supervise the work of others
- Be flexible to changing business needs; including, occasional availability outside normal working hours
- Manage office; including, staff and equipment (ie: operate computer and software programs, phone, printer and copy machines)
- Plan and manage a large conference of professionals
- Present a professional image in dress and behavior
