Executive Secretary 10 - Long-Term Care Services Division

State of Michigan; Lansing (MI); Hybrid; USD 52,000 - 65,000; Full time

Benefits offered by this job

Remote/hybrid work options

Job summary

The State of Michigan's Michigan Department of Health and Human Services seeks an executive secretary to support the Director and Long-Term Care Services Division in Lansing. The role handles confidential information, screens communications, and coordinates with MDHHS staff and partner agencies.

Additional duties include travel planning, expense processing, document management, and general clerical tasks for division staff and the Home Help Council.

Qualifications

• Five years of office experience involving administrative support.
• Experience at Secretary E8 or Senior Executive Management Assistant 9 level is preferred.
• High school education typically required.

Responsibilities

• Provide executive secretarial and administrative support to the Director and staff of the Long-Term Care Services Division.
• Screen calls and emails, gather information, and route inquiries to appropriate staff or agencies.
• Assist with travel planning, expense processing, and manage division documents/mail/calls/faxes.
• Provide clerical support to division staff and to the Home Help Council when needed.

Skills

Executive support

Office administration

Communication

Document management

Education

High school diploma

Tools

NEOGOV

Job description

The Michigan Department of Health and Human Services mission is to provide opportunities, services, and programs that promote a healthy, safe, and stable environment for residents to be self-sufficient. We are committed to ensuring a diverse workforce and a work environment whereby all employees are treated with dignity, respect, and fairness. For more information, please visit MDHHS Diversity Equity and Inclusion.

This position provides executive secretarial and administrative support to the Director and staff of the Long-Term Care Services Division. Responsibilities include handling confidential and sensitive information; screening incoming calls and emails; gathering information; and directing inquiries to Division staff, MDHHS staff, or other state and local agencies as appropriate.

Additional duties include reviewing and auditing division time sheets, assisting with travel planning and expense processing, and managing documents, mail, calls, and faxes for the Division Director. At the Director’s discretion, this position also provides secretarial and clerical support to division staff, including typing, proofreading documents, faxing and mailing materials, and preparing general correspondence.

This position also provides administrative and executive support to the Home Help Council.

Position Description

Job Specification

To be considered for this position you must:

• Apply for this position online via NEOGOV; click on "Apply" in the job posting for instructions on submitting your electronic application. Hard copy applications are not accepted.
• Relevant experience and/or education referred to in supplemental questions must be documented in resume, transcript and/or application to allow for accurate screening.
• Attach a resume identifying specific experience and dates of employment. Dates of employment should include month and year and hours per week.
• Attach a cover letter.
• Attach a copy of an official transcript(s). We accept scanned copies of official transcripts. We do not accept web-based, internet, or copies of unofficial transcripts. Official transcripts provide the name of the institution, confirmation that a degree was awarded and on what date, and the registrar's signature.

Failure to complete any of the above items may result in your application not being considered.

Education

Educational level typically acquired through completion of high school.

Experience

Five years of office experience involving administrative support practices, including two years equivalent to advanced (8) level administrative support work, Secretary E8, or Legal Secretary E8; or, one year equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9.

This position is open to all applicants.

Your application for any position does not guarantee that you will be contacted by the Department/Agency for further consideration. Only those applicants interviewed will be notified of the results.

The physical location of this position is Capital Commons Building, 400 South Pine Street, Lansing, MI 48909. Based on operational needs and within established limits, remote work and alternate or hybrid work schedule requests for this position may be considered.

Employees will be provided computers to perform state work. Phones may also be provided for necessary communications. If working remotely, employees will be responsible for providing other components of a remote office at their own expense, including:

• A secure work location that allows privacy and prevents distractions.
• A high-speed internet connection of at least 25 Mbps download and 5 Mbps upload.
• Suitable lighting, furniture, and utilities.

The Department reserves the right to close this posting prior to its original end date once a sufficient number of applications have been received.

The use of artificial intelligence (AI) software of any kind is prohibited in all areas of the selection process; including, but not limited to, responses to application questions, and responses to interview questions or exercises.

For information about this specific position, please email [e-mail]. Please reference the job posting number in subject line.

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MDHHS is proud to be a Michigan Veteran's Affairs Agency (MVAA) Gold level veteran-friendly.