Job Information
State of Michigan Secretary 7-9, Executive Secretary E10 in Coldwater, Michigan
Secretary 7-9, Executive Secretary E10
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Secretary 7-9, Executive Secretary E10
Salary
$1,803.20 - $2,597.60 Biweekly
Location
Coldwater, MI
Job Type
Permanent Full Time
Remote Employment
Flexible/Hybrid
Job Number
4308-25-Hillsdale-011-FILL
Department
Health and Human Services - Counties
Opening Date
01/13/2025
Closing Date
1/20/2025 11:59 PM Eastern
Bargaining Unit
UNITED AUTO WORKERS (UAW)
Description
Benefits
Questions
Job Description
The MDHHS 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 our MDHHS Diversity, Equity, and Inclusion Plan (https://www.michigan.gov/documents/mdhhs/MDHHS_Diversity_Equity_and_Inclusion_Plan_649033_7.pdf) .
This position will be filled at the highest level the selected candidate qualifies:
Secretary 7-8
Duties in this position include but are not limited to: being aware of and having knowledge of the Director’s viewpoint in relation to sensitive and difficult situations and issues. Preparing and editing routine correspondence and reports; and taking meeting minutes. Assembles information from files, documents, newspapers, and other available resources for use by the Director, office staff, and others.
Position Description (https://MCSC.state.mi.us/AgencyPDFs/SEC 7-8 PD 11325.docx)
Secretary 9
Position functions as an advanced level secretary, performing management assistant activities for the Director and management staff. Work is performed independently under general guidance from the Director and requires thorough knowledge of the secretarial discipline, instructions, guidelines and the abilities to interpret the Manager’s viewpoints to others. Coordinate office activities, participate in management activities, as well as coordinate the following functions for the entire County: Administrative Hearings, Timekeeper, Voter Registration coordinator, Training coordinator, Bridges security back-up, Central Registry Clearance back-up. Complete monthly Onboard Report. Requires handling of all confidential materials for the County.
Position Description (https://MCSC.state.mi.us/AgencyPDFs/SEC 9 PD 11325.docx)
Executive Secretary E10
Provide management assistance and secretarial support to the Director. Liaison between Director, Program Manager and staff, Social Services Board, public agencies/officials, etc. Coordinate activities, complete special assignments, respond to and resolve problems, be aware of and support the Director’s viewpoints. May function as the designated Personnel onsite contact. This position handles many confidential and sensitive materials, relevant not only to staff, but also management personnel.
Position Description (https://MCSC.state.mi.us/AgencyPDFs/EXCSECEG63N PD 11325.pdf)
Secretary 7-9 - Job Specification
Executive Secretary - Job Specification (https://www.michigan.gov/-/media/Project/Websites/mdcs/JOBSPECS/E/ExecutiveSecretary.pdf?rev=30a0a9f6ff8b479986658e2a029c5595)
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.
if applicable, 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. See instructions for attaching files here: Instructions (http://www.michigan.gov/documents/mdcs/New_Online_Employment_Application_Guide_-_First_Time_User_446027_7.pdf)
Required Education and Experience
Secretary 7-9:
Education
Educational level typically acquired through completion of high school.
Experience
Secretary 7
Two years of office experience involving administrative support practices, including one year equivalent to 6-level administrative support experience.
Secretary E8
Three years of office experience involving administrative support practices, including one year equivalent to experienced-level administrative support work or equivalent to a Secretary 7 or Legal Secretary 7.
Secretary 9
Four years of office experience involving administrative support practices, including one year equivalent to advanced 8-level administrative support work, or equivalent to a Secretary E8, or Legal Secretary E8.
OR
Four years of office experience involving administrative support practices, including two years equivalent to experienced E7-level administrative support work, or equivalent to a Secretary 7, or Legal Secretary 7.
Executive Secretary E10:
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.
Additional Requirements and Information
This position is open for current MDHHS employees only.
The physical location of this position may be approved to be Branch County: 388 Keith Wilhelm Dr., Coldwater, MI 49036 OR Hillsdale County 40 Care Dr., Hillsdale, MI 49242:
Based on operational needs and within established limits, remote work and alternate or hybrid work schedule requests for this position may be considered.
Selected candidates who have been approved to work remotely or a hybrid schedule must complete that work within Michigan. Candidates should confirm work location and schedule at the time of interview.
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.
Your application for any position does not guarantee that you will be contacted by the Department for further consideration. Only those applicants interviewed will be notified of the results.
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.
Departments reserve the right to close postings prior to the closing date based on the volume of applications received.
For information about this specific position, please email Shannon Ritch atRitchS@michigan.gov.
Follow us on LinkedIn (https://www.linkedin.com/company/michigan-department-of-health-&-human-services/?viewAsMember=true) for more job opportunities!
#MDHHSjobs #Veteranfriendly #Careerswithpurpose #CommunityHeroes
MDHHS is proud to be a Michigan Veteran’s Affairs Agency (MVAA) Gold Level Veteran-Friendly Employer.
Accommodations
If you require a reasonable accommodation to participate in the application or selection processes, please contact theADA coordinator (https://www.michigan.gov/ose/-/media/Project/Websites/ose/Contact/RACs.pdf) for the agency that posted this position vacancy.
State employment also offers rewarding careers where you can help Michiganders enjoy better lives. Many State of Michigan jobs offer alternate work schedules and remote-work options that can help give the flexibility you need. The State of Michigan has been recognized as a leading U.S. employer by new graduates from 2021-2023 and a best large U.S. and state employer. Recognized on the international stage for fostering positive employee engagement, the State of Michigan is a past recipient of a North America Government Agency Employees Engagement Award.
More details on benefits for our new hires are below:
Rewarding Work:State of Michigan jobs allow you to serve Michiganders in many different ways depending on your interests and skills. Help preserve and protect our environment and the public health; enforce state laws and regulations; advocate for children, families, and victims of discrimination; support our state’s military and veterans; rebuild our state’s infrastructure; or support other state agencies through our fiscal, IT, and HR systems.
Insurance Benefits:The State of Michigan offers health, mental health, dental, and vision insurance to eligible career employees, their spouses, and their children. The state also covers a life-insurance benefit of two times employees’ annual salary (up to $200,000). The state also offers long-term-disability insurance that can provide continuing benefits if an injury or illness prevents employees from working. More information is available at www.mi.gov/employeebenefits.
Retirement Programs:The State of Michigan offers 401(k) and 457 plans for new hires to save for retirement. The state will automatically contribute an amount equal to 4% of your pay to a 401(k) account. The state will also match up to 5% of your pay if you contribute to your 401(k) account. Your contributions vest immediately, and the state’s contributions fully vest after just 4 years. More information is available athttp://www.mi.gov/orsstatedc.
Vacation and Sick Leave:Eligible full-time employees receive between15 and 35 personal daysand 13 sick daysper year that may be rolled over to the following year if not used. Eligible employees also receive an additional day each year for community service or school functions.
Paid Parental Leave:Eligible employees can take 12 weeks of paid leaveimmediately after a birth or adoption to allow needed time together at home with a new child.
Paid Holidays:Eligible employees receive 13 or 14 paid holidays each year including New Year’s Eve and Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, the Fourth of July, Labor Day, Election Day, Veterans Day, Thanksgiving, Thanksgiving Friday, Christmas Eve and Day.
Bonus Programs:Eligible employees with five years of service also receive annual longevity bonuses that grow as seniority increases. Some positions also may qualify for recruitment, retention, and performance bonuses or other special pay premiums.
Military Pay Differential:Employees in the guard or reserves may also qualify for supplemental pay benefits if miliary pay during qualifying duty is less than normal state pay. Prior military service may also allow seniority credits to accelerate eligibility for longevity bonuses and additional personal leave accrual.
Tax-Advantaged Programs:In addition to 401(k) and 457 retirement accounts, the state also offers flexible spending account (FSA), health savings account (HSA), and qualified transportation fringe benefit (QTFB) programs that can help you save money by reducing your taxable income.
Student Loan Forgiveness:Working for the State of Michigan may allow you to participate in programs that forgive the balance of qualifying student loans. Information (https://studentaid.gov/manage-loans/forgiveness-cancellation) to help determine if you could qualify is available from the U.S. Department of Education.
Tuition Reduction:Some colleges and universities offer savings to eligible employees and family members to further their education while working for the State of Michigan.
Professional Development: To help develop your career, programs are available to apply for reimbursement of up to $2,000 a year for education and training for college course credits and non-degree programs.
Alternative and Remote Work Schedules:Depending on the nature of their duties, many state jobs offer flexible work schedules and remote or hybrid telecommuting options that can help obtain the work-life balance that you seek.
Great Lakes and Great Times:Michigan boasts four Great Lakes, 11,000 inland lakes, 36,000 miles of rivers and streams, 20 million acres of forests, 100 state and national parks and recreation areas, 1,300 miles of bike trails, 6,500 miles of snowmobile trails, the second-most ski areas in the nation, 650 public golf courses, 600 campgrounds, and an international dark-sky park—just for starters. Our cities offer concerts and cultural events, storied sports teams, education hubs, vibrant downtowns, one-of-a-kind craft beverages, and renowned restaurants for every appetite. From urban centers to beach towns to the great outdoors, the opportunities are endless. With your state salary and benefits and Michigan’s affordable cost of living, you can explore all that Michigan has to offer.
Updated: 2/28/24
01
EXCSEC10-12 - Do you possess at least an educational level typically acquired through the completion of high school?
Yes
No
02
EXCSECE - Do you possess at least five years of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc. or to enter/retrieve/update information is an essential part of the work, 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?
Yes
No
03
SECRTRY- Do you possess at least an educational level typically acquired through the completion of high school?
Yes
No
04
SECRTRY - Please select your level of experience.
None to two years of office experience involving administrative support practices.
Two to three years of office experience involving administrative support practices.
Three to four years of office experience involving administrative support practices.
At least four years of office experience involving administrative support practices.
05
SECRTRYA – Do you possess at least four years of office experience involving administrative support practices?
Yes
No
06
Tell us how your experience, skills, and abilities have prepared you for the role of a Secretary. Please be specific. Please limit your response to one page on a separate Word document. Did you attach a response for this question?
Yes
No
07
How many years of experience do you have of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc. or to enter/retrieve/update information is an essential part of the work?
5 or more years
3-4 years
1-2 years
Less than 1 year
No experience
08
How do you promote and foster an environment of Diversity, Equity, and Inclusion?
09
From the options below, which accurately describes your current status? (A current state employee works for an actual state department such as the Department of Corrections, the Department of Transportation, etc.)
A current Michigan Department of Health and Human Services (MDHHS) employee
A Michigan Department of Health and Human Services (MDHHS) employee in layoff status
A current State of Michigan (non-MDHHS) employee
A State of Michigan (non-MDHHS) employee in layoff status
None of the above
10
Are you a current MDHHS employee classified as a Secretary 7-9, or Executive Secretary E10, and interested in moving to the same class and level at this location?
Yes
No
11
Please select from the options below: (Please note, actions that have been expunged, formal counseling, and layoff actions need not be reported.) Please select all that apply.
I have been dismissed within the last two years
I have resigned in lieu of discipline or dismissal within the last two years
I have been suspended without pay within the last two years
I have received a written reprimand within the last two years
I have received an unsatisfactory rating within the last two years
I have signed a last chance agreement with MDHHS within the last two years
I certify that none of the above circumstances apply to me
12
Do you have any objection to being finger printed or drug tested?
Yes
No
13
Do you have any substantiated cases of abuse or neglect reported on the Department of Human Services Central Registry?
Yes
No
14
Do you have an Intentional Program Violation from the Department of Health and Human Services?
Yes
No
15
Did you attach a cover letter and a copy of your resume to your application? (Failure to do so may result in your application being screened out.)
Yes
No
16
Did you attach a copy of an official college/university transcript to your application? (Failure to do so may result in your application being screened out.)
Yes
No
17
How would you describe your level of proficiency with Microsoft Word?
Nonexistent
Basic - able to create, open, edit, print and save documents.
Intermediate - able to edit and track changes; perform mail merges; print mailing labels; create/format/manipulate tables; work with columns; use graphics in documents; work with Excel data in Word documents; etc.
Advanced - endnotes, footnotes, and bibliographies; import subdocument into master document; manage document revisions (accept/reject revision, protect revisions from modification); design/create forms or publications; insert links or fields into documents; configure Outlook to use mail merge; create mail merge recipient lists; etc.
18
How would you describe your level of proficiency with Microsoft Excel?
Nonexistent
Basic - able to create workbook; create worksheet; enter cell values; format/edit cells; enter/edit formulas; format page layout (rows/columns); print and save documents, etc.
Intermediate - maintain large worksheet; freeze/unfreeze headings; work with multiple worksheets; navigate among sheets in a workbook; open/arrange multiple windows in a worksheet; move/copy info between worksheets; create summary worksheet to recap values from other worksheets; import data; add/review/edit/print comments; customize page set-up and print options; preview page breaks, etc.
Advanced - able to design and use Pivot Tables and Pivot Charts; use analytical Add-ins, Goal Seek, Data Analysis, Scenario Manager; produce summary reports; use conditional formatting; use advanced functions; create/modify a macro command; assign a macro to a toolbar; debug a macro; use VBA editor to modify macros, etc.
19
How would you describe your level of proficiency with Microsoft Outlook?
Nonexistent
Basic - perform basic email tasks; manage contacts and folders; manage personal calendar, tasks, and appointments; etc.
Intermediate - manage emails within folders; manage message options (settings, delivery options, format, Out of Office replies, signature), insert hyperlinks; arrange/create/archive folders; convert tasks to appointments; manage multiple calendars; schedule recurring events on calendars; etc.
Advanced - create/modify rules; use journal tool to track tasks/assignments; import/export data; sort/find/organize/filter emails; manage/share folders; assign folder permissions/properties; delegate access to folders; send calendar information in emails; customize/create new toolbar; customize menu bar; customize To-Do bar, etc.
20
Please indicate your years of experience working with a high workload, managing multiple tasks simultaneously, tracking tasks, and meeting deadlines.
5 or more years
3- 4 years
1-2 years
0-1 year
Required Question
Agency
State of Michigan
Department
Health and Human Services - Counties
Address
See Posting Above for Contact Informati
Office of Human Resources
Michigan
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