State of Michigan s11

State Position Code of Michi 1. GNOFASTE gan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansi ng, MI 4890 9 POSITION DESCRIPTI ON

This position description serves as the official classification document of record for this position. Please complete the information as accurately as you can as the position description is used to determine the proper classification of the position.

2. Employee's Name (Last, First, M.I.) 8. Department/Agency

TRANSPORTATION CENTRAL OFFICE

3. Employee Identification Number 9. Bureau (Institution, Board, or Commission)

Executive

4. Civil Service Position Code Description 10. Division

General Office Assistant-E Director's Office

5. Working Title (What the agency calls the position) 11. Section

Executive Receptionist

6. Name and Position Code Description of Direct Supervisor 12. Unit

VACANT; EXECUTIVE SECRETARY-1A 11

7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work

KAPP, MICHAEL B; STATE OFFICE ADMINISTRATOR 17 425 West Ottawa Street, Lansing, MI 48913 / Mon - Fri 7:30 am - 4:30 pm 14. General Summary of Function/Purpose of Position This position serves as the general/informational phone line receptionist and is responsible for receiving and screening visitors and routing telephone calls to appropriate office staff. Provide directional assistance to visitors. Assist Executive Secretaries as needed. In addition, the position involves handling politically sensitive phone calls, handling confidential material, opening, distributing and logging in the Director's mail in CRM, timekeeping duties in Data Collection and Distribution System (DCDS), assist in updating Receptionist Directory database, incoming mail and distribution, trouble shooting and general maintenance of the section's multipurpose machines (copy, printing, scanning, faxing), scheduling meetings and conference rooms, proofreading correspondence, ordering office supplies. Other functions include providing basic administrative support functions for the executive assistants to the MDOT Director, Chief Administrative Officer (CAO), Chief Operating Officer (COO) and the Office of Economic Development Administrator, as needed. Perform and oversee a variety of general office support assignment where the processing of documents and recording, retrieving, and distribution of data or information is an essential and/or substantial part of the work. 15. Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty.

List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent.

Duty 1

General Summary: Percentage: 70

Receptionist for the Michigan Department of Transportation (MDOT). Individual tasks related to the duty:

• Answer and route multi-line telephone calls to appropriate personnel. • Take accurate telephone messages in a timely manner and maintain a professional manner in dealing with customers, members of legislature, executive office, and other departments. • Receive and refer visitors to appropriate staff, meeting, or location. • Respond to inquiries by providing factual information concerning the department. • Assist with opening, distributing, and logging of mail, including the Director's correspondence and assignments into CRM in a timely, confidential manner. • Oversee the maintenance of the copy machines for the Executive Office. • Order office supplies for the Executive Office. Duty 2

Serve as clerical back up for the Executive Bureau, Supervisor, and assist Executive Secretary. Perform all other duties as assigned. Individual tasks related to the duty:

• Perform typing duties incidental to assigned task such as data entry, composing and typing letters, memorandums, emails, labels, etc. • Operate a variety of standard office equipment such as, multi-line telephone, personal computer, copy and facsimile machine, scanner, etc. • Assist Executive Staff with assembling material for meetings, conference, events, speeches, etc. • Proofread and edit prepared materials for proper MDOT format, including grammar, spelling, and punctuation. • Timekeeping in DCDS for MDOT's Executive Office staff. • Assist in updating Receptionist Directory database. • Perform all other duties as assigned. Duty 3

Provide administrative support functions to the supervisor, executive secretary, senior executive management assistants serving the Director, Chief Administrative Officer, Chief Operations Officer and Office of Economic Development Administrator when needed. Work as a team member and maintain confidentiality of all documents and information receive Individual tasks related to the duty:

• Assist with the travel, hotel, meeting and catering arrangements for the Director, Chief Administrative Officer, Chief Operations Officer and Office of Economic Development Administrator. • Serve as back-up in preparing expense voucher for the Director, Chief Administrative Officer, Chief Operation Officer and Office of Economic Development Administrator. • Independently coordinate and complete special projects for the Director, Chief Administrative Officer, Chief Operations Officer and Office of Economic Development Administrator.

16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Utilizing knowledge of MDOT's bureaus, offices and regions to assist when fielding incoming phone calls and logging correspondence received in the Executive Office.

17. Describe the types of decisions that require the supervisor's review. • Where no guidance or policy exist. • Decisions pertaining to confidential and sensitive issues. • Decisions that would affect departmental policies and have a major impact on the department.

18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.

• Sitting for long periods of time, standing, walking, carrying, and bending. • Work is performed in an office environment.

19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a full- time, on-going basis.

Additional Subordinates 20. This position's responsibilities for the above-listed employees includes the following (check as many as apply): Assign work. Complete and sign service ratings. N N Approve work. N Provide formal written counseling. N N Review work. Approve leave requests. N Provide guidance on work methods. N Approve time and attendance. Train employees in the work. N N Orally reprimand. N

22. Do you agree with the responses for items 1 through 20? If not, which items do you disagree with and why?

Yes 23. What are the essential functions of this position? This position serves as the general/informational phone line receptionist and is responsible for receiving and screening visitors and routing telephone calls to appropriate office staff. Provide directional assistance to visitors. Assist Executive Receptionist as needed. In addition, the position involves handling politically sensitive phone calls, handling confidential material, opening, distributing, and logging in the Director's mail in CRM, timekeeping duties in Data Collection and Distribution System (DCDS), assist in updating Receptionist Directory database, incoming mail and distribution, trouble shooting and general maintenance of the section's multipurpose machines (copy, printing, scanning, faxing), scheduling meetings and conference rooms, proofreading correspondence, ordering office supplies. Other functions include providing basic administrative support functions for the executive assistants to the MDOT Director, Chief Administrative Officer (CAO), Chief Operating Officer (COO) and the Office of Economic Development Administrator, as needed. Perform and oversee a variety of general office support assignments where the processing of documents and recording, retrieving, and distribution of data or information is an essential and/or substantial part of the work.

24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. This position also communicates and maintains/logs correspondence for the Governor's office constituent letters relevant to MDOT. The position has evolved due to ongoing technological changes and the duties now more accurately fit with the GO job specification. Although a small percentage of the employee's current duties may include producing letters and memoranda, the overall duties of the position more accurately reflect the duties of a General Office Assistant (answer phones, maintain filing system and file records, greet customers, and operate, maintain, and supply standard office machines such as computer, copiers, fax, and postage meter).

25. What is the function of the work area and how does this position fit into that function?

This work area is responsible for administrative assistance to support the department Director and the Executive Office.

26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION:

Education typically acquired through completion of high school. EXPERIENCE: General Office Assistant 5 No specific type or amount of experience is required.

General Office Assistant 6 One year of administrative support experience.

General Office Assistant E7 Two years of administrative support experience, including one year equivalent to the intermediate level. KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of general office procedures and policies. Must be able to effectively communicate both verbally and in writing. Must have the ability to handle confidential information without compromise.

CERTIFICATES, LICENSES, REGISTRATIONS: Valid driver's license. NOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of this position. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.

Supervisor Date

TO BE FILLED OUT BY APPOINTING AUTHORITY

Indicate any exceptions or additions to the statements of employee or supervisors.

I certify that the entries on these pages are accurate and complete.

STACI GROVER 6/20/2016 Appointing Authority Date

I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.

Employee Date