Record Manager Jobs in Provo, UT (NOW HIRING)

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Position Summary

The Senior Office Specialist provides advanced administrative and operational support to the Training Division by coordinating training activities, maintaining accurate training records, processing financial transactions, and ensuring efficient office operations. This position requires exceptional organizational skills, attention to detail, proficiency with multiple software applications, and the ability to manage confidential information while supporting instructors, staff, and external partners.

Pay Range: $19.25 - $22.15, depending on qualifications and experience.

Schedule: 8 am - 5 pm Monday-Friday

Essential Duties and Responsibilities

• Coordinate and support all aspects of training programs, classes, and special events.
• Create, maintain, and update training rosters, schedules, attendance records, and related documentation.
• Maintain accurate and complete training records in accordance with agency policies, state requirements, and accreditation standards.
• Enter, verify, and maintain data in multiple databases and record management systems, ensuring accuracy and completeness.
• Utilize Microsoft Excel to create spreadsheets, track training metrics, analyze data, and prepare reports.
• Manage and maintain Sheriff's Office Training SharePoint site, including organizing documents, updating information, and supporting collaboration among staff.
• Utilize Spillman and other agency software to document, track, and retrieve training and personnel records.
• Process purchase requisitions, invoices, and other financial documents in accordance with established purchasing procedures.
• Monitor training budgets, reconcile expenditures, maintain financial records, and assist with budget tracking and reporting.
• Respond to inquiries from employees, instructors, vendors, and the public regarding training logs, programs, and administrative processes.
• Coordinate classroom logistics, equipment, facilities, and instructional materials.
• Monitor compliance with mandatory training requirements and notify personnel of upcoming or overdue training.
• Assist with audits, inspections, and accreditation efforts by compiling and verifying training documentation.
• Provide administrative support to management and perform other related duties as assigned.
• Submit Payroll for team members through Workday.

Required Education and Experience

• High school diploma or equivalent.
• Three (3) years of general clerical support work experience.
• Equivalent combinations of education and experience may also be considered.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Excel.
• Proficiency with Microsoft SharePoint for training record management and collaboration.
• Working knowledge of Spillman or similar public safety records management systems.
• Experience with data entry requiring a high degree of accuracy and attention to detail.
• Knowledge of purchasing procedures, requisitions, invoice processing, and basic financial recordkeeping.
• Ability to organize, maintain, and audit training records and ensure compliance with applicable policies and standards.
• Excellent written and verbal communication skills.
• Ability to work independently while managing multiple priorities and deadlines.
• Strong customer service and interpersonal skills with the ability to interact professionally with employees, instructors, vendors, and the public.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Benefits Package Includes:

• 100% paid premiums for health insurance
• Up to 6.2% match in your 401(k)
• Utah Retirement Systems (Pension and 401(k) options)
• Pre-tax savings Health Savings Account (HSA)
• Fourteen (14) paid Holidays
• Dental and Vision Insurance
• Employee Assistance Program

AAP/EEO Statement

It is the policy of Utah County Government to assure equal employment opportunity to its employees and applicants for employment without regard to race, color, religion, national origin, disability, age, sex, sexual orientation, genetic status of gender identity.