Administrative Assistant II - Child Welfare and Juvenile Justice Services

The Foster Care Review Board (FCRB) is looking for qualified candidates for the position of Administrative Assistant II. The Assistant provides administrative support to the FCRB program within the Child Welfare and Juvenile Justice Services Division by independently performing various operational or administrative tasks requiring a thorough knowledge of database management and departmental policies and procedures to achieve division goals. The Administrative Assistant serves as a primary office contact and is responsible for administrative aspects of case review meetings, foster parent appeals, data system operation and report generation, FCRB advisory committee meetings, and general office needs. Essential duties include, but are not limited, to the following:

• Serve as a primary contact in the department by responding to phone calls, e-mails, identifying the needs of each situation, researching problems, contacting resources, and referring to the appropriate person if needed. Provide program and resource information as requested.

• Perform a variety of operational or administrative tasks such as maintaining and updating websites.

• Schedule FCRB monthly case reviews and foster parent appeals.

• Process foster parent appeal requests according to established protocol; schedule and notify all parties of the appeal meeting; identify board members for the appeal; obtain required documentation and distribute to board members; proof, edit, and distribute related reports within required timelines; assist board members as needed; and enter related data into FCRB Access database.

• Select cases for review meetings. Process requests for review pursuant to policy; Collect all case documentation for review meetings within required timelines; Enter required data for each case reviewed, verify data inclusion and accuracy; assist Board members as needed.

• Provide customer service and support to citizen volunteer board members who serve on the FCRB statewide. This includes uploading necessary documents to and maintaining a Microsoft Teams page for each Board to interface with.

• Draft, type, format, proofread, and correct various correspondence, reports, charts, graphs, spreadsheets, training materials, and documents, including updating or creating standard FCRB forms.

• Assist in preparing reports and publications by collecting information from various sources and summarizing the findings; Run data queries for the FCRB Quarterly and Annual Reports and upon request; Organize, proofread, add graphics and distribute Quarterly and Annual reports.

• Arrange FCRB Statewide Advisory Committee meetings. Take meeting notes for all staff meetings and Advisory Committee meetings.

• Make travel arrangements, prepare and compile travel vouchers, maintain travel records, and process expense vouchers for board members.

FCRB Access Data System:

Regularly update the FCRB data system with DHHS data feeds; Design and generate program data reports; Provide technical database management system support, assisting with user requests, resetting passwords, and processing new users. Maintain authorized user lists, instructions, questions/answers, and training materials for applications. Provide analytical and technical support to develop and coordinate data projects; Analyze ongoing database operations and recommend modifications to achieve greater efficiency and effectiveness.

MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE: High school diploma and two years of college, technical, or business school that would result in an associate’s degree, plus three years of secretarial or clerical experience.

KNOWLEDGE & ABILITY: Advanced computer skills (particularly with Microsoft Office applications Access and Excel), excellent interpersonal and communication skills, and applied knowledge of word processing, presentation, database, and spreadsheet applications. Must exercise great attention to detail and be able to multitask and prioritize multiple projects with competing deadlines.

PHYSICAL REQUIREMENTS: Working conditions are normal for an office environment. Must be able to sit for prolonged time periods, lift or move documents and materials weighing up to 45 pounds, occasional in-state travel.

WORK LOCATION: Official work-site location is the Hall of Justice, Lansing, Michigan. Remote work may be available in accordance with the MSC/SCAO Remote Work Policy.

TO APPLY: Please e-mail your cover letter and resume in Word or Adobe.pdf format to jobapps@courts.mi.gov and include “FCRB Administrative Assistant II” in the subject line. If you are unable to e-mail applicant materials, please contact Judicial Human Resources (517) 373-1147 for assistance.

APPLICANT DEADLINE: OPEN UNTIL FILLED

AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $51,636.24 - $65,813.76 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Work Location: In person

Salary : $51,636 - $65,814