Finance & Administrative Support Specialist

About The Company

Utah Retirement Systems provides benefits for state and other Utah Public employees through the work of two divisions. The Retirement Office administers pension and retirement benefits. PEHP Health & Benefits specializes in medical, dental, life, and other benefits. We take pride in providing a peace of mind for thousands of Utah families. We are committed to our public mission and maintaining a positive team environment. We offer a competitive salary, and our benefits far exceed what most modern employers offer.

Job Description

POSITION SUMMARY

The Finance and Administrative Support Specialist provides comprehensive administrative and financial support to the department, ensuring efficient operations, effective communication, and compliance with organizational policies. This role manages complex calendars, coordinates travel, supports accounts payable, maintains transparency and department sites, and facilitates department meetings and projects. The Finance and Administrative Support Specialist also manages relationships with insurance partners, oversees expense reporting, and contributes to employee recognition and organizational excellence.

 

ESSENTIAL JOB FUNCTIONS AND DUTIES

Administrative & Operational Support

• Manages complex calendars, schedules meetings, coordinates appointments, and ensures efficient time management for department leadership.
• Organizes and supports in‑office meetings, including room scheduling, logistics, materials preparation, and technology coordination.
• Maintains the department's internal page and transparency site, ensuring content is updated, accurate, and accessible.
• Records and distributes detailed meeting minutes, tracks action items, and supports ongoing interdepartmental communication.
• Coordinates departmentwide initiatives such as employee recognition (birthdays) and cross‑team collaborations.
• Screens phone calls, email, and inquiries, routing them appropriately and ensuring timely responses.

Financial & Transactional Support

• Assists with accounts payable including invoice processing, payment routing, data validation, and coordination with departments across the organization.
• Prepares, reviews, and reconciles expense reports to ensure accuracy and compliance with financial policies.
• Tracks, documents, reconciles P‑Card transactions, resolves discrepancies, and ensures adherence to purchasing and travel policies.
• Supports the preparation of financial reports, presentations, spreadsheets, and departmental budget materials.

Travel Coordination

• Coordinates travel arrangements for employees, board members, and department leadership, including transportation, lodging, conference registration, and itinerary management.
• Handles changes, updates, and issue resolutions related to travel schedules in alignment with policy requirements.

Project & Program Support

• Supports departmental projects such as Request for Proposal development, reconciliations, annual reporting, and data‑gathering activities.
• Tracks progress on financial and operational initiatives, monitors follow‑up actions, and provides logistical and administrative assistance.
• Prepares and submits applications for organizational awards and annual insurance renewals.

Relationship & Partner Management

• Serves as a point of contact for insurance partners, coordinating communications, documentation, and issue resolution.
• Schedules and coordinates companywide department budget meetings, ensuring appropriate communication and preparation.

Compliance, Records & Confidentiality

• Maintains accurate and organized financial and administrative records, including digital file management systems.
• Adheres to strict confidentiality standards, ensures compliance with organizational policies, and exercises sound judgment in all duties.
• Maintains regular and reliable attendance.
• Performs other duties as assigned to support department and organizational goals.

Required Experience

Education and Experience

Graduation from high school and a minimum of two (2) years of progressively responsible administrative, financial, or office operations experience; or an equivalent combination of education and experience.

 

Coursework or training in business administration, accounting, finance, office management, or related fields is preferred.

 

Professional certifications related to travel coordination or administrative/operations support (e.g., Global Travel Professional – GTP) are preferred.

 

Knowledge, Skills, and Abilities

This list contains knowledge, skills, and abilities that are typically associated with the job. It is not all-inclusive and may vary from position to position:

 

Required technical skills include the working knowledge of:

• Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with the ability to create professional documents, spreadsheets, and presentations.
• Type at least 45 words per minute with a high degree of accuracy.
• Managing phone systems, call routing, and email communications in a professional environment.

 

Required mathematical skills include:

• Ability to perform basic mathematical operations, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
• Working knowledge of basic bookkeeping principles, expense coding, and transaction review.
• Ability to calculate and verify figures such as percentages, interest, discounts, and financial totals with accuracy.

 

Must possess excellent communication skills:

• Demonstrated ability to communicate clearly and professionally, both verbally and in writing.
• Strong editing and proofreading skills with attention to clarity, accuracy, and tone.
• Excellent interpersonal skills, including the ability to work effectively with employees, leadership, external partners, and the public.
• Professional telephone and email etiquette, ensuring efficient and courteous communication.

 

Required working knowledge in:

• The travel coordination processes, including booking, itinerary preparation, and compliance with internal travel policies.
• Familiarity with administrative office practices, including document management, scheduling, and maintaining organized filing systems.

 

Must have the ability to:

• Build and maintain strong working relationships with supervisors, colleagues, and external partners.
• Skilled in organizing, filing, and maintaining records both digitally and physically.
• Follow written and verbal instructions with accuracy and reliability.
• Strong time‑management skills and the ability to prioritize tasks in a deadline‑driven environment.
• Work effectively both independently and as part of a team.
• Handle multiple assignments concurrently, managing shifting priorities with flexibility and efficiency.
• Strong follow‑through and accountability to ensure completion of assignments.
• Manage workload‑related stress and maintain composure under time pressure.
• Consistently demonstrate sound judgment, integrity, and values aligned with URS expectations.

 

The incumbent must always demonstrate judgment, high integrity, and personal values consistent with the values of URS.

 

Work Environment

Incumbent performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities which do not generally involve muscular strain, but do require activities related to walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Common eye, hand, finger dexterity required to perform essential functions. May require lifting of 10 to 20 lbs. with occasional stooping or bending.