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About the Organization:
The Michigan Department of Transportation (MDOT) is responsible for Michigan's 9,669-mile state highway system, comprised of all M, I, and US routes. MDOT also administers other state and federal transportation programs for aviation, intercity passenger services, rail freight, local public transit services, grant programs, and others.
At the Michigan Department of Transportation (MDOT) Bureau of Development (BOD), our success is powered by our devotion to innovation and providing leading-edge services and solutions. We strive to promote and encourage our employees’ best qualities, which cultivates a positive and diverse team. As a bureau, we pursue avenues that lead to increased safety and efficiency in Michigan’s highway programs on behalf of our co-workers, friends and families, driven by our celebration of successes and strides made in the workplace. Our team is seeking a senior executive management assistant to the director of the bureau. We are looking for someone who can embrace the challenges of meeting our goals and exceeding the standards!
Michigan Department of Transportation Connections Recruitment PSA (click on the youtube link below)
https://youtu.be/JmuX_D3LGgA
Position Description:
This position is the senior management assistant and provides administrative and executive secretarial support to the Bureau of Development director and acts as a liaison between the supervisor, MDOT management, public/private industry, and employees. Duties include but are not limited to screening telephone calls; maintain and scheduling appointments, meetings, and conferences; making decisions; solving problems; working with contractors and consultants; and answering questions from the public or directing to proper department personnel for the Bureau of Development director. Information received can involve confidential and time-sensitive information, instructions and assignments. You would also perform duties that require a high degree of confidentiality, diplomacy and a wide range of knowledge of the bureau and department’s goals and functions. And you would serve as a back up to the chief operations officer's management assistant.
Responsibilities:
- Coordinate activities for the Bureau of Development director, which requires knowledge of the vision and mission of the department.
- Serve as liaison between the Bureau of Development director and department management, contractors, consultants, internal/external customers, etc.
- Review and sort incoming correspondence, prioritize, refer to appropriate staff, and/or provide a response as appropriate.
- Receive and screen incoming calls. Determine priority of call, refer to the Bureau of Development director or other appropriate staff, or provide requested information requiring ability to identify and safeguard confidential information.
- Answer questions requiring interpretation of the Bureau of Development director's viewpoints on specific issues.
- Serve as a liaison between the Bureau of Development director and subordinates or others; communicate vital and at times confidential documentation and time-sensitive information, instructions and assignments; and follow up on the status of assignments.
- Maintain the Bureau of Development director's calendar using Outlook.
- Schedule meetings and notify all attendees and coordinate scheduling of conference rooms.
- Make travel arrangements. This includes preparation of an Out of State Travel Request, booking flights and lodging, and registering for conferences within state guidelines. Electronically organize all travel and meeting information for the Bureau of Development director.
- Assist and coordinate numerous bureau conferences and oversee bureau celebrations. This may include overnight travel to off-site locations within the state.
- Review, track and approve administrative support staff supply purchases.
- Review, track and disseminate information for the training coordinator and activities for approvals of courses, payments, etc.
- Coordinate assignments/projects with the chief operations officer’s executive management assistant, as appropriate.
- Review existing bureau practices as needed to identify improvements in process. This may include sitting/participating in various committees/workgroups.
- Encourage continuous improvement and innovation within the bureau.
- Facilitate regular meetings with the Bureau of Development administrative support team.
- Train, develop and mentor the Bureau of Development administrative support team.
- Assist, foster and promote favorable, cohesive, effective customer service and working relations.
- Review and track out-of-state travel for the bureau.
- Review and track catering events for the bureau.
- Act as backup for support staff as needed in timekeeping tasks/approvals and travel expense reimbursements.
- Other duties as assigned.
Begin your journey with MDOT today!
The "Salary" listed is a range that reflects the minimum rate through the maximum rate of the Senior Executive Management Assistant position.
Basic Requirements for Skills, Experience, Education and Credentials:
- Education typically acquired through completion of high school.
- Six 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 three years equivalent to an advanced, 8-level, administrative support worker, secretary E8, or legal secretary E8; two years equivalent to a secretary 9, legal secretary 9, or senior executive management assistant 9; or, one year equivalent to the division head legal secretary 10 or executive secretary E10.
Knowledge, Skills, and Abilities:
- Coordination and organization skills.
- Experience in managing multiple projects and/or coordinating assignments.
- Precise knowledge of correct English usage (grammar), spelling, punctuation, and composition experience.
- Effective communication skills, both verbal and written.
- Experience in maintaining favorable public relations.
- Ability to exercise good judgment and discretion.
- Experience in scheduling meetings, appointments and making all arrangements including travel.
- Experience in leading teams to reach consensus.
- Experience in working with personnel and confidential issues.
- Personal computer experience.
- Experience in working with departmental policies, practices and procedures.
- Ability to maintain a high degree of confidentiality and professionalism.
- Ability to make decisions where precedents may not be established.
- Knowledge of organizational policies and procedures.
Applying for this position:
Please apply for this position at the following link:
Senior Executive Management Assistant 11 - Bureau of Development | Job Details tab | Career Pages (governmentjobs.com)
Equal Opportunity Employer/Veterans/Disabled:
Accommodations:
Accommodations can be made for persons who require mobility, visual, hearing, written, or other assistance for participation. Large print materials, auxiliary aids or the services of interpreters, signers, or readers are available upon request. Requests should be made at least five days prior to the meeting date. Reasonable efforts will be made to provide the requested accommodation or an effective alternative, but accommodations may not be guaranteed. Please contact:
- · Accessibility Notice: Attendees who require mobility, visual, hearing, written or other assistance for effective participation should contact Orlando Curry at 517-241-7462 or CurryO@Michigan.gov, preferably at least five business days prior to the scheduled meeting. Forms are located on the Title VI webpage: https://www.Michigan.gov/MDOT/Programs/Title-VI. Requests made after this timeframe will be evaluated and honored to the extent possible.
Questions: Call Donna Horn - 517-204-1704.
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