Office Specialist II

Make an Impact with the Utah National Guard

The Utah National Guard is seeking an organized, detail-driven professional to serve as an Office Specialist II supporting our dynamic Energy and Sustainability Program.

In this role, you will provide critical operational and administrative support directly to the Energy Manager across an expanding statewide facility footprint. If you excel in record management, data reconciliation, and exercising independent judgment in a fast-paced public service environment, this is your opportunity to build a rewarding career with the State of Utah.

Key Responsibilities

• Utility & Rebate Administration : Verify and audit complex utility accounts, prepare and execute timely energy rebate filings, and assist with utility budget tracking
• Data Reconciliation & Federal Compliance : Assist with tracking sustainability data and reconciling energy consumption metrics to meet increasingly complex federal reporting mandates and ensure full audit readiness
• Records Digitization & Management : Lead initiatives to organize, scan, label, and digitize legacy records, establishing reliable digital filing structures for streamlined retrieval and reporting
• Quality Assurance & Verification : Perform detailed data entry and dual-entry quality checks comparing source invoices and utility documents against input systems to ensure complete accuracy
• Reports & Communications : Retrieve database information to prepare and format routine and specialized administrative reports, draft official correspondence, and serve as a reliable liaison for internal personnel and external utility partners
• Office & Workflow Coordination : Apply independent judgment to interpret and implement agency rules, policies, and procedures, prioritize daily administrative workflows, and maintain comprehensive office files.

Minimum Qualifications:

• Demonstrated experience performing advanced clerical or office support duties requiring independent judgment and high attention to detail
• Proven proficiency in spreadsheet management, data entry, automated verification, and database report generation
• Experience preparing, auditing, and reconciling financial or technical records (such as invoices, accounts, or utility data)

Preferred Qualifications:

• Prior experience with utility billing reconciliation, rebate submissions, or facilities/energy management tracking
• Direct experience digitizing physical archive files and managing electronic record systems.
• Familiarity with state or federal reporting compliance standards

Working Conditions & Physical Demands

• Work Environment : Typical office setting with everyday risks, adequately lighted, heated, and ventilated
• Physical Requirements : Primarily sedentary work with occasional walking, standing, bending, and light lifting or carrying associated with standard office supplies and filing activities.

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 . Other benefits may include:

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 View phone number on click.appcast.io.