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Program Assistant - Financial Services
Job Description
MPHI is a Michigan-based and nationally engaged, non-profit public health institute. We are a team of teams, process and content experts, dedicated to building A world where tomorrow is healthier than today!
Title: Program Assistant – Financial Services
$21.15 - $27.80 / Posted Thru: 8-7-22
Location: Remote/Hybrid - Must Be a Michigan Resident
Purpose: This position will provide program assistant support activities for the Financial Services Office (FSO) within the Division of Environment Health. The incumbent will provide a full range of administrative activities, using independent judgment in making decisions that may be confidential and sensitive in nature and taking appropriate actions. This position oversees and directs office activities for FSO, including composing correspondence, relaying information and/or assignments to staff. This individual is also responsible for preparing, coordinating, and tracking all personnel transactions for the FSO. The Program Assistant will also support other sections within the division.
Duties and Responsibilities:
- Serve as management assistant to the Section Manager, exercising independent judgment in overseeing office activities and support services to FSO staff.
- Serve as liaison between the Section Manager and other department personnel to transmit specific information requiring knowledge of supervisor's viewpoint and discretion in disseminating such information.
- Convey and follow up on assignments to staff.
- Procurement Card billing back-up to Division Secretary and other Section Secretaries.
- Anticipate, determine, and provide supervisor with materials needed for meetings, answering correspondence, or preparing reports.
- Maintain calendar and schedule all meetings, appointments, and commitments for the Section Manager.
- Arrange both in- and out-of-state travel.
- Coordinate with private and federal agencies as needed for the Section Manager and others within the FSO as requested.
- Coordinate agendas, record, transcribe and disseminate meeting minutes.
- Act as a resource to FSO and Division staff for procurement of purchase orders, supplies, and services, office supplies, computer support, office equipment maintenance, etc.
- Act as a backup to Division and other FSO administrative support to schedule and track annual maintenance and/or calibration of specialized Division equipment.
- Act as a backup to Division and other FSO administrative support to facilitate annual leases and maintenance of general office equipment as needed.
- Act as a backup to Division and other FSO administrative support to maintain inventory of office supplies, printer paper, etc. purchased through the approved State of Michigan vendor.
- Act as a backup to Division and other FSO administrative support to maintain records of and facilitates purchases with the Division procurement card.
- Act as resource to section staff for compliance with policies and procedures, timekeeping, management of Division files, contact lists, etc.
- Coordinate and track all personnel transactions for the FSO.
- Assist FSO staff with conference registration, travel arrangements, and expense vouchers.
- Maintain FSO files and policies, summarizing and notifying supervisor, as well as appropriate FSO personnel, of changes, additions, etc.
- Maintain FSO emergency contact phone tree and updates quarterly.
- Maintain internal organizational charts for the FSO.
- Arrange conferences and special meetings, notifies participants, and assists in site selection.
- Coordinate timekeeping, expense vouchers, and mileage as well as timekeeping reminders to FSO staff.
- Coordinate, review, and update filing and retention policies within the FSO.
- Act as liaison with clerical staff outside the FSO.
- Coordinate office management activities for the Section Manager as well as the Division.
- Answer phones for the Environmental Health Division or other Sections/Divisions during leave/absence.
- Manage and coordinate Freedom of Information Act (FOIA) requests for FSO.
- Receive FOIA requests, record as appropriate in the FSO files, route request to appropriate FSO staff.
- Prepare requested FOIA documents and other information – including conducting necessary redactions and other preparations prior to releasing documents.
- Always represent the best interests of MDHHS and MPHI.
- Other duties as assigned.
Qualifications/Requirements:
Education: High School diploma or equivalent required.
Experience: Four or more years of office experience involving administrative support practices.
Important Skills and Characteristics:
- Excellent oral and written communication skills.
- Excellent customer service skills.
- Proficient in computer applications including Microsoft Word, including VISIO and Excel.
- Excellent organizational skills.
- Ability to work under stress and handle changing priorities.
- Ability to manage multiple calendars and commitments for the Section Manager and staff.
- Ability to exercise independent judgment within scope of authority.
- Ability to identify efficiencies and determine effective work procedures.
- Ability to independently prioritize and complete work assignments to meet timelines.
- Willingness to learn scientific terminology and concepts.
- Maintain confidentiality as required by state and federal laws.
Work Environment and Physical Requirements: Physical effort will be typical of an office position. Requires valid vehicle operator’s license and occasional travel within the State, including overnights. Less occasionally, travel may be required outside the State. There may be times when work outside of regular hours is necessary for the completion of a project. Work materials and supplies can be bulky and may weigh up to 40lbs. The employee could be exposed to local weather conditions.
Responsibility for the Work of Others: No assigned responsibility.
Impact on Projects, Services, and Operations: This position has a direct impact on the quality of services provided by MPHI to MDHHS.
Required Communication:
Contact Person/Group
Frequency
Purpose
Section Manager
Daily
Direction, general communication, status
Unit Managers/Team Leads
As needed
General communication coordination
FSO Staff
As needed
General communication
DEH staff and management
As needed
General communication
For purposes of employment standards, this classification is “Non-E xempt” from overtime provisions of the Fair Labor Standards Act.
MPHI works with you to promote health for everyone. Together, we will build a world where tomorrow is healthier than today!
MPHI is an EEO/AA employer that participates with e-verify.
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