Office Specialist, SITLA Job Vacancy in State of Utah Salt Lake County, UT – Latest Jobs in Salt Lake County, UT

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Full Details :
Company Name : State of Utah
Location : Salt Lake County, UT
Position : Office Specialist, SITLA

Job Description : Job Description

The School and Institutional Trust Lands Administration (SITLA) is seeking an experienced Office Specialist to join its Energy & Minerals Team in Salt Lake City. We are looking for a detail oriented and self-motivated candidate. The Office Specialist performs tasks requiring office skills plus knowledge of pertinent rules, regulations, policies, and procedures. The Office Specialist performs clerical support, office inventory, budgeting/finance support and other administrative duties for the department. Utah School and Institutional Trust lands are parcels of land managed by SITLA for the exclusive benefit of state institutions or beneficiaries, as designated by Congress. Because these lands are held in trust, they differ greatly from public lands, and are more akin to private lands. At the time of statehood, Congress granted parcels of land to Utah from which revenue could be generated to support state institutions, including public schools, hospitals, teaching colleges, and universities. Please visit this link for additional information: trustlands.utah.gov Principal Duties

Performs extensive clerical, administrative, and general office duties in a responsible and confidential manner.
Communicates instructions and information to various individuals and/or departments and furnishes and obtains information.
Receives and transfers telephone calls, letters, and/or visitors to appropriate staff.
Maintains basic office inventory.
Schedules appointments and makes arrangements for meetings, conferences, and travel.
Prepares special reports, complex correspondence, and presentations by gathering and summarizing data.
Provides extensive research, contract review, procurement preparation, and documentation as well as other written communication and notarization of legal documents.
Prepares, proofreads, and reviews correspondence.
Verifies payments have been received and communicates payment information with customers. Reviews and processes invoices for payment.
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.
Writes or drafts correspondence, reports, documents and/or other written materials.
Types and prepares reports or other written materials from source documents, transcription, etc.
Retrieves data found in databases to generate requested reports.
Inputs data entry into agency management software and keeps all data accurate and up to date.
Maintains and/or creates files for record keeping systems. Sorts, scans, labels, files, and retrieves documents, or other materials.
Assist Lease Analyst with competitive lease offerings processes with EnergyNet.
Support the Lease Managers and Lease Analyst with day-to-day lease file organization.
Support the Audit and Accounting group when needed, to help track royalty audits and payments impacting the agency.
Work with Director of Communications when needed, to help facilitate website design/ data uploads for future redevelopment projects impacting the Energy and Minerals Team.
Reviews cases, applications, files, records, etc., to determine action to be taken.
Interacts with customers to issue rights of entry, rock hounding permits, and other over the counter permits as required.
Maintains a professional and respectful office environment for internal and external customers.
Manages records for the Energy and Mineral team. Works with agency records group on records retention schedules and on establishing and ensuring best practices for records management are being followed.
Tracks incoming and outgoing bonds associated with leasing activities.
Drafts documents associated with the sale and lease of lands.

Ideal Candidate

2+ years of administrative experience supporting multiple leaders and project managers.
Enjoys working both independently and with a team.
Is a licensed notary or is willing to become a licensed notary.
Able to learn new operating systems in a quick and efficient manner.
Handles stressful situations with tact and professionalism.
Strong working knowledge of Google (gmail, maps, internet, docs, calendar, hangouts, chat).
Strong working knowledge of Microsoft Word, Excel, and PowerPoint products.
Excellent interpersonal and customer service skills.
Strong attention to detail and organization.
Ability to work as a team member and contribute to overall success of agency.
Able to contribute ideas for improving processes within the office and organization.

Working Environment:
The Energy & Minerals Office Specialist will report directly to the Deputy Assistant Director of Renewable Energy. However, it is anticipated that the individual will spend roughly equal time working with each of the three groups: Renewable Energy, Oil & Gas, and Minerals. Time spent working within each group will vary depending on workflow needs of the teams.

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