Job Description

DOPL Administrative Assistant

FT / PT Status – Full-Time
Salary – $25 - $29 Hourly Wage
Remote Work / In-Office – In-Office / On-Site

Recruiter – Tehra Gorski | tgorski@utah.gov | 801-530-6030
Application Deadline – 7/12/2026

Are you a tech-savvy, hyper-organized professional looking to be a true partner to executive leadership? The Department of Commerce, Division of Professional Licensing (DOPL) seeks an Administrative Assistant who will act as an operational engine, digital steward, and key administrative collaborator for our division director and the entire MHS Section.

This is not just a traditional clerical role. We are looking for an innovative individual who can balance high-level executive support with a drive to streamline, modernize, and digitize legacy workflows. If you thrive in a fast-paced environment where you can manage critical legal signature pipelines, interface with public officials, and champion modern efficiency, we want you on our team!

Key Responsibilities

Key responsibilities and day to day responsibilities of this position:

In this role, you will provide critical, confidential support exclusively to the Division Director and Assistant Director, while coordinating key logistics for the Multidisciplinary Health and Services (MHS) Section and the wider office. Your responsibilities will include the following.

• Executive Signature Pipeline & Legal Support
  • Legal Documentation Prep: Review, complete, and meticulously track incoming Notices of Agency Action received from bureau managers.
    
  • Signature Management: Prepare, organize, and route critical documents requiring the Director’s signature, including default orders, special orders, and time-sensitive emergency hearing orders.
    
  • Record Integrity & Petitions: Evaluate and process formal petitions requesting the removal of public records from the division website.
    
  • GRAMA Officer: Serve as one of the primary DOPL GRAMA records officers to process, track, and fulfill records requests.
    
• Process Modernization & Digital Stewardship
  
  • Workflow Optimization: Actively audit legacy, paper-based, or manual administrative workflows within the MHS Section and propose/implement secure, streamlined digital alternatives.
    
  • Digital Training: Create simple, clear digital user guides for new workflows to ensure team alignment and smooth onboarding.
    
  • Records Management: Migrate and maintain highly organized, secure, and easily searchable electronic filing systems in strict compliance with retention and privacy policies.
    
• High-Level Board & Section Operations Liaison & Board
  
  • Relations: Conduct high-level board and committee coordination, serving as a vital professional liaison between section board secretaries, division leadership, external stakeholders, and the Governor's liaison.
    
  • Meeting & Calendar Management: Proactively manage complex executive calendars, schedule division interviews, coordinate domestic travel itineraries via Concur, prepare agendas, and capture accurate meeting minutes.
    
  • Division Coordination: Maintain, update, and distribute the master contact list and employee work schedules for the entire division.
    
• Strong work ethic and commitment to public service.
  
• Financial, Supply, & Personnel Logistics
  
  • Financial Management: Independently manage, track, and verify invoices and payments to ensure timely, accurate bill payment.
    
  • Inventory Control: Order office supplies and track inventory levels for the entire division to optimize resource usage.
    
  • Personnel Transitions: Manage the comprehensive onboarding process for new hires (paperwork, equipment setup, introductions) and execute offboarding procedures for departing employees to ensure proper handling of State property.
    
• Ability to maintain confidentiality and exercise discretion:
  
  • 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.
    
• Resourcefulness and initiative, with a professional demeanor and positive attitude:
  
  • Special Projects, assisting with special projects and initiatives as assigned by the Divisions.
    
• Serve as one of the DOPL GRAMA records officers.

Qualifications

Minimum or "day-one" qualifications:

• The ability to report to the office daily - this position is not eligible for remote work.
  
• Experience working under the specific job titles of Administrative Assistant, Executive Assistant, Office Assistant, Office Specialist, and/or Board Secretary.
  
• Proficiency with Microsoft Word and Excel, or their Google equivalents (Docs and Sheets).

Preferred or trainable/on-the-job qualifications:

• Prior administrative experience, two or more years (this includes customer service, maintaining records, data entry, drafting correspondence, etc.).
  
• Paralegal certification or 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.
  
• Prior experience with GRAMA procedures and requirements.

About the Role

Location –
160 East 300 South
Salt Lake City, Utah, 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 Division of Professional Licensing (DOPL) provides you with an opportunity to work with a great team of professionals responsible for strengthening trust in Utah’s professional workforce through effective licensing, balanced regulation, and consumer engagement. This position is a unique opportunity to act as a vital partner to division leadership , offering an incredible variety of high-level responsibilities and immense job satisfaction knowing you play a direct, daily part in protecting the public.

In this role, your technical aptitude, organizational mastery, and forward-thinking mindset won't just be appreciated—they will actively shape how our division operates. If you are looking for a rewarding career where you can champion innovation, manage critical legal and board logistics, and see the immediate positive impact of your efficiency, DOPL is the place for you. Join us and help build a more streamlined, secure, and modern future for the State of Utah!For more information about our division, please visit our website

The Utah Department of Commerce is the licensing and registration agency for Utah’s professional and business community. Commerce’s mission is to strengthen 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

• 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.
  
• 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.

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.