Office Supervisor 9 - Document Processing Unit Assistant Supervisor at State of Michigan

About the Department

Secretary of State seal with blue border MDOS hires great people from diverse backgrounds. We are building an inclusive culture that encourages, supports, and celebrates the diverse voices of our employees. By reflecting our communities, we enhance ourselves, our relationships, and our work to better serve the State of Michigan.

POSITION DUTIES - This position will supervise administrative support positions and serve as the assistant supervisor for the unit that is responsible for the preparation and imaging of all vehicle documents. The incumbent, along with the unit supervisor, will review goals and objectives for unit and employees, make recommendations, and solve issues relating to efficiency and effectiveness. This position also serves as a backup to the Document Processing Unit manager. This position must work within assigned methods and guidelines and exercise discretion in supervising subordinates. The Imaging Subunit and Document Processing Unit also performs quality review of titles and performs pulls and releasing of documents. This position supervises staff within the area, coordinates and schedules work assignments. The incumbent reviews work, trains employees, answers work related questions as the first line resource and is the first to learn new functions necessary to enable the unit to meet goals and demands of changes envisioned by the administration. This position compiles reports and data through the use of reporting in the Customer automotive Records System (CARS) and serves as a operations resource by providing information and insight on related processes.

Position Description - Office Supervisor 9

APPOINTMENT TYPE/BENEFITS - This position is Full-Time. Therefore, you would be eligible to participate in the benefits offered by the state.

Position Duties

Education
Educational level typically acquired through completion of high school.

Experience

Four years of office experience involving administrative support office practices, including two years equivalent to an E7-level administrative support worker.

Other Qualifications

The use of AI (Artificial Intelligence) in the selections process (i.e. application, written exercises, cover letter, etc.) with MDOS is not permitted. If it is substantiated that AI was used in the process, your application will be removed from consideration.

You must apply for this vacancy through the NEOGOV system; click on "Apply" in the job posting for instructions in submitting your electronic application. Your application for any position does not guarantee that you will be contacted by the Department for further consideration. Only those applicants interviewed will be notified of the results.

Civil Service Commission Rule 2-7 requires that all newly hired state employees submit to and pass a pre-employment drug test prior to their actual appointment. Due to the nature of work of the Department of State, criminal records will be checked. Any position offer will be conditional until results of the criminal background record checks indicate eligibility for employment.

View the job specification at: Job Specification

Michigan Veterans Affairs Agency

Benefits

State employment also offers rewarding careers where you can help Michiganders enjoy better lives. Many State of Michigan jobs offer alternate work schedules and remote-work options that can help give the flexibility you need. The State of Michigan has been recognized as a leading U.S. employer by new graduates from 2021-2023 and a best large U.S. and state employer. Recognized on the international stage for fostering positive employee engagement, the State of Michigan is a past recipient of a North America Government Agency Employees Engagement Award.
More details on benefits for our new hires are below:

Rewarding Work: State of Michigan jobs allow you to serve Michiganders in many different ways depending on your interests and skills. Help preserve and protect our environment and the public health; enforce state laws and regulations; advocate for children, families, and victims of discrimination; support our state’s military and veterans; rebuild our state’s infrastructure; or support other state agencies through our fiscal, IT, and HR systems.

Insurance Benefits: The State of Michigan offers health, mental health, dental, and vision insurance to eligible career employees, their spouses, and their children. The state also covers a life-insurance benefit of two times employees’ annual salary (up to $200,000). The state also offers long-term-disability insurance that can provide continuing benefits if an injury or illness prevents employees from working. More information is available at www.mi.gov/employeebenefits.

Retirement Programs: The State of Michigan offers 401(k) and 457 plans for new hires to save for retirement. The state will automatically contribute an amount equal to 4% of your pay to a 401(k) account. The state will also match up to 5% of your pay if you contribute to your 401(k) account. Your contributions vest immediately, and the state’s contributions fully vest after just 4 years. More information is available at http://www.mi.gov/orsstatedc.

Vacation and Sick Leave: Eligible full-time employees receive between 15 and 35 personal days and 13 sick days per year that may be rolled over to the following year if not used. Eligible employees also receive an additional day each year for community service or school functions.

Paid Parental Leave: Eligible employees can take 12 weeks of paid leave immediately after a birth or adoption to allow needed time together at home with a new child.

Paid Holidays: Eligible employees receive 13 or 14 paid holidays each year including New Year’s Eve and Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, the Fourth of July, Labor Day, Election Day, Veterans Day, Thanksgiving, Thanksgiving Friday, Christmas Eve and Day.

Bonus Programs: Eligible employees with five years of service also receive annual longevity bonuses that grow as seniority increases. Some positions also may qualify for recruitment, retention, and performance bonuses or other special pay premiums.

Military Pay Differential: Employees in the guard or reserves may also qualify for supplemental pay benefits if miliary pay during qualifying duty is less than normal state pay. Prior military service may also allow seniority credits to accelerate eligibility for longevity bonuses and additional personal leave accrual.

Tax-Advantaged Programs: In addition to 401(k) and 457 retirement accounts, the state also offers flexible spending account (FSA), health savings account (HSA), and qualified transportation fringe benefit (QTFB) programs that can help you save money by reducing your taxable income.

Student Loan Forgiveness: Working for the State of Michigan may allow you to participate in programs that forgive the balance of qualifying student loans. Please view Student Loan Information to help determine if you could qualify is available from the U.S. Department of Education.

Tuition Reduction: Some colleges and universities offer savings to eligible employees and family members to further their education while working for the State of Michigan.

Professional Development: To help develop your career, programs are available to apply for reimbursement of up to $2,000 a year for education and training for college course credits and non-degree programs.

Alternative and Remote Work Schedules: Depending on the nature of their duties, many state jobs offer flexible work schedules and remote or hybrid telecommuting options that can help obtain the work-life balance that you seek.

Great Lakes and Great Times: Michigan boasts four Great Lakes, 11,000 inland lakes, 36,000 miles of rivers and streams, 20 million acres of forests, 100 state and national parks and recreation areas, 1,300 miles of bike trails, 6,500 miles of snowmobile trails, the second-most ski areas in the nation, 650 public golf courses, 600 campgrounds, and an international dark-sky park—just for starters. Our cities offer concerts and cultural events, storied sports teams, education hubs, vibrant downtowns, one-of-a-kind craft beverages, and renowned restaurants for every appetite. From urban centers to beach towns to the great outdoors, the opportunities are endless. With your state salary and benefits and Michigan’s affordable cost of living, you can explore all that Michigan has to offer.

Updated: 2/28/24

Supplemental Questions

Do you possess the educational level typically acquired through completion of high school?

Do you possess four years of office experience involving administrative support office practices, including two years equivalent to an E7-level administrative support worker?

Please list all previous names, to include name at birth, and any alias name(s) used. If you do not have any previous/alias names to list, please enter "none".

Are you related to anyone currently working at the Department of State (Secretary of State)?

If you answered "yes" to question #4, please list the name of each relative. If you answered "no" to question #4, please enter "none".

How many years of supervisory experience do you possess?

None
Less than one year
One to three years
three to six years
More than six years

Please describe your supervisory experience, including where you obtained this experience and the number of subordinates you supervised. If you don not possess this experience, please enter “none”.

How many years of experience do you have counseling, coaching or disciplining employees?

None
Less than one year
One to three years
Three to six years
Six or more years

Please describe your experience counseling, coaching or disciplining employees. If you do not possess this experience, please enter "None".

How many years of experience do you have preparing, managing, and monitoring a large quantity of documents to ensure they are scanned and uploaded into a system within a required timeframe?

None
Less than one year
One to three years
Three to six years
Six or more years

Please describe your experience pertaining to preparing, managing, and monitoring a large quantity of documents to ensure they are scanned and uploaded into a system within a required timeframe. If you do not possess this experience, please enter “none”.

Please describe two leadership qualities characteristics you would bring to this position. Identify the characteristics and give a specific example that demonstrates how you may have used this characteristic.

Please provide a synopsis of relevant work experience that you believe qualifies you for a departmental supervisor position within the Document Processing Unit.

Please describe your experience managing or leading a project. What was your specific role in these projects? If you do not possess this experience, please enter “none”.

Describe a time when you created an environment of honesty, inclusion, and respect for others. Describe the situation, the actions you took, and the outcome.

Do you understand this position requires you to work onsite Monday through Friday and remote work is not an option?

Did you attach a detailed resume and cover letter explaining why you are qualified for this position? (Failure to do so will result in your application being screened out.)

Are you a current BQCX employee or contractor?

From the following options, please select your employment status (check all that apply).

Currently employed at the Department of State (Secretary of State)
Previously employed by the Department of State (Secretary of State)
Currently employed at another State of Michigan agency
Previously employed by another State of Michigan agency
None of the above

Please select from the options below: (Please note, actions that have been expunged, formal counseling, and layoff actions need not be reported.) Failure to answer this question honestly may result in being sanctioned from employment with MDOS. Please select all that apply.

I have been dismissed within the last two years
I have resigned in lieu of discipline or dismissal within the last two years
I have been suspended without pay within the last two years
I have received an unsatisfactory rating in the last two years
I have received a written reprimand within the last two years
I have signed a last chance agreement with MDOS within the last two years
I certify that none of the above circumstances apply to me

Required Question

Agency Information

Employer: State of Michigan
Department: Department of State
Address: [email protected]

P.O. Box 30775

Lansing, Michigan, 48909

Office Supervisor 9 - Document Processing Unit Assistant Supervisor

Job description