Office Secretary / Executive Assistant

22nd Century Technologies, Inc.
Pay Rate: $14.00-$30.00/Hr. on
United States, Michigan, Lansing
Jun 11, 2025
Job Title: Office Secretary / Executive Assistant Duration: 6 months contract Location: Lansing, MI 48909 Pay Rate: $14.00-$30.00/Hr. on W2. Job Description: Work is needed to be in compliance of USDA Regs. The purpose of this position is to serve as the secretary/management assistant in coordinating office activities in support of on-going operations of the Child and Adult Care Food Program (CACFP). General Summary of Duty 1 50% of Time: Provide management assistance to the unit supervisor, program manager, and staff. Collect, sort and distribute mail. Prepare certified mail as necessary for staff. Anticipate and research information needed in assisting the supervisor to reply to correspondence. Check program designated email daily, respond with info or forward to staff as appropriate. Compose and type correspondence for the supervisor's signature using knowledge of the work areas, instructions and guidelines. Act as a liaison between supervisor and staff by sharing information and explaining work projects. Follow up on assignments to ensure completion. Assist in the study of office procedures and services and give recommendations for improvement. Respond to incoming calls and emails and provide information based on knowledge and interpretation of policies and procedures; route to appropriate staff members. Schedule and arrange meetings, workshops, and conferences; reserve room or facility and notify interested parties of date, time, and location. Prepare out-of-state travel requests, flight reservations, hotel reservations, conference registration, and process travel vouchers for supervisor and manager. Prepare correspondence related to meetings, workshops, conferences, and hearings; prepare materials for meetings, workshops, conferences, or hearings and distribute. Take meeting minutes during staff meetings. Maintain correspondence and application files, meeting minutes, application information, and documents related to hearings for future reference and use. Maintain and initiate review reports through NexSys, and update reports as reviews are completed. Maintain reports of the reviewing process for program. Process payroll for unit. Maintain electronic files for USDA correspondence and instructions. Keep informed of office details and advise supervisor of problems. Assist in the preparation of internal and external reports and other personnel records. General Summary of Duty 2 30% of Time: Provide advanced secretarial support to the unit supervisor, program manager, and staff. Individual tasks related to the duty. Maintain confidentiality of documents and information received. Type and edit letters, memoranda, internal and external forms, reports, meeting minutes and newsletters, etc. Maintain forms, automatic emails, and attachments in the NexSys. Establish, organize, and maintain files related to policies, instructions, correspondence, and applications. Prepare records for storage and retrieve when necessary. Prepare out-of-state travel requests, flight reservations, hotel reservations, conference registration, and process travel vouchers for supervisor, manager, and staff. Process travel reimbursements for staff. Schedule meetings and conferences and assemble related necessary materials. Assist in the preparation of audit-related documents, correspondence, and files. Maintain documents for the applicable websites including annual updates and Americans with Disabilities Act (ADA) compliance. Assist in creating and revising forms, templates, or prototypes. Prepare and route internal forms, including but not limited to Rapid Copy Orders, Travel Advance Requests, Out-of-State Travel Requests, Travel Vouchers, etc. as needed. Assist staff with any computer problems or software questions. Setup Webinars or Eventbrite events. Prepare State Board of Education board items and criteria, State Board resolutions, and other items requiring State Board approval. Required Skills: Preparation of the annual application process for program sponsors, independent centers, and day care home sponsors; prepare and assemble training materials for record keeping workshops; and prepare and assemble new program manual. Individual tasks related to the duty. Assist in the process of revising and updating the annual program application through NexSys. Update brochures for day care home sponsors and day care centers. Coordinate and assemble materials for new institutions program book. Coordinate the materials for record keeping workshops. Mail new program book to new sponsors. Prepare email to sponsors who fail to submit applications within designated timeframes. Establish application files for new fiscal year. Update website information on an as-needed basis. Initiate and disseminate Operational Memoranda when needed.