Program Assistant-State of Michigan-MDHHS-Div of Environmental Health
Purpose: This position will provide administrative support activities for the Division of Environmental Health. The incumbent will provide a full range of administrative, data entry, and paralegal activities.
Duties and Responsibilities:
Duty #1 – Administrative Support
- Provides editorial and clerical support for the Division Team, including development of agendas, recording of minutes, letter formatting, etc.
- Maintains calendar and schedules all meetings, appointments and commitments for Division Team, as requested.
- Makes arrangements for travel/conference attendance both in and out of state, coordinating with private and federal agencies as needed for the Division Team, as requested.
- Arranges conferences and special meetings on behalf of the Division Team.
- Antipipates, determines and provides Division Team with materials needed for meetings, answering correspondence or preparing reports.
- Tracks renewal dates and prepares forms for the procurement of software licenses, contractor ID badges, VPNs, etc. on behalf of the Division Team.
- Assists with preparing and modifying the Division’s policies and procedure documents, as necessary.
- Track policies – internal to the Division and Department-wide, summarizing and notifying the supervisor, as needed.
- Maintains Division emergency contact phone tree and updates quarterly.
- Completes, submits and tracks memoranda of understanding, forms, and internal correspondence as requested.
- Supports Division and Section secretaries as needed, per the approval of the supervisor.
- Represents the best interest of MDHHS and MPHI at all times.
- Other duties as assigned.
Duty #2 – Data Entry and Information Management
- Assists with the design of stable, reliable, and effective spreadsheets and databases to improve tracking, compilation, and analysis.
- Prepares charts, graphs and data-driven content for reports, presentations and educational materials for Division Team.
- Conducts literature reviews, develops and provide summaries per the request of the Division Team.
Duty #3 – Paralegal and FOIA
- Assists with the tracking and collection of documents on behalf of the Division Team as requested by MDHHS’s FOIA Coordinator or Legal Team.