CS-214 Position Description Form s24

CS-214 1. Position Code REV 8/2007 WRDPASTEF94R State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 Federal privacy laws and/or state confidentiality requirements protect POSITION DESCRIPTION a portion of this information.

This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form.

This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE.

2. Employee’s Name (Last, First, M.I.) 8. Department/Agency Licensing and Regulatory Affairs

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

4. Civil Service Classification of Position 10. Division Word Processing Assistant Licensing

5. Working Title of Position (What the agency titles the 11. Section position) Data Control Insurance/Renewal WPA

6. Name and Classification of Direct Supervisor 12. Unit Rexine Metts, Office Supervisor

7. Name and Classification of Next Higher Level Supervisor 13. Work Location (City and Address)/Hours of Work Timothy Andrews, Departmental Manager 525 W. Allegan Street; Lansing, MI 48933 8am-5pm Monday - Friday 14. General Summary of Function/Purpose of Position Verify, process and record all insurance information to the online dram Shop program. Update online program for all transfers of license and changes in the retail business, which affect the dram shop coverage. Process and file all dram shop related documents. Assist, on an as needed basis, with the review and issuance of licenses in the Renewal Unit. During the renewal period, this position will assist in processing all active and escrowed renewal applications, which involves checking each application for accuracy and printing and mailing active licenses.

For Civil Service Use Only

15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent. Duty 1 General Summary of Duty 1 % of Time 30 Process and record dram-shop documents

Individual tasks related to the duty.  Receive, handle and answer numerous telephone and written inquiries from the interested parties, including licensees, applicants, attorneys, local law enforcement agencies and the general public regarding dram shop information.  Review the proof of financial responsibility against acceptable criteria, making sure an acceptable carrier and signed by correct agent.  Enter the proofs of Financial Responsibility to the online program.  Verify and enter the cancellation and/or reinstatement notices against information contained in the online program.  Return incorrect documents to the insurance carrier for correction.  Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the Bureau.  Process Notice of Licenses in Escrow and notify licensees, appropriate local law enforcement agencies, appropriate enforcement district office and ADA’s. When acceptable documents are received, process and notify aforementioned persons of Notice of Release of License from Escrow.  Review licensee records to insure there are no discrepancies in the data.  Make corrections and/or refer to other personnel for correction.

Duty 2 General Summary of Duty 2 % of Time 30 Update the online program for all transfer and new licenses contained in the daily batch

Individual tasks related to the duty.  From completed batch files update the licensee’s record to reflect a transfer of ownership in the business or update program to reflect the change in the business.  If a cancellation notice is pending on the current licensee, retrieve the cancellation paperwork and update same.  For the new licensees in the batch files, update the online program to reflect the new coverage now on file for the new licensee.

Duty 3 General Summary of Duty 3 % of Time 25 Verify renewal applications during the annual renewal period. Renewal includes active (17,000), escrow (2,000), and Manufacturers and Salespersons licenses (12,000).

Individual tasks related to the duty.  Assist with the count of all incoming applications during the designated renewal time to determine number of applications received and to gage workflow to meet deadline on a daily basis.  Review application and check for accuracy, signatures, fees, etc. to make sure application is ready for processing.  Applications with impediments to the issuance of the license are forwarded to the appropriate unit for further processing.  After issuance, the applications are sorted in numeric or file number order as needed and forwarded for scanning.

Duty 4 General Summary of Duty 4 % of Time 15 Perform duties and tasks within the Renewal Unit

Individual tasks related to the duty.  Receive, handle and answer numerous telephone and written inquiries from interested parties, including licensees, applicants, attorneys, local law enforcement agencies and the General public regarding renewal questions and license issuance concerns.  Process and update dram shop documents.  Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the bureau.  Review and issue new licenses and permits from approved applications.

Duty 5 General Summary of Duty 5 % of Time 10 Other duties as assigned

Individual tasks related to the duty.  Other duties as they come up.

Duty 6 General Summary of Duty 6 % of Time

Individual tasks related to the duty. 

16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary. Independent judgment is exercised in the initial determination of whether the Proof of Financial Responsibility is acceptable based on statute. Numerous telephone contacts and written communications are received which require the use of sound judgment and discretion in providing direction and guidance in the proper application procedures to follow. The decisions made can affect this bureau, applicants, licensees, and the general public.

17. Describe the types of decisions that require your supervisor’s review. Interpretation of the Code, rules and requirements of the Commission

18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2. Work is performed in a standard office environment with computer and telephone usage. Ability to work under deadlines and pressure.

19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)

NAME CLASS TITLE NAME CLASS TITLE

20. My responsibility for the above-listed employees includes the following (check as many as apply):

Complete and sign service ratings. Assign work. Provide formal written counseling. Approve work. Approve leave requests. Review work. Approve time and attendance. Provide guidance on work methods. Orally reprimand. Train employees in the work.

21. I certify that the above answers are my own and are accurate and complete.

Signature Date

NOTE: Make a copy of this form for your records.

TO BE COMPLETED BY DIRECT SUPERVISOR 22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? Yes

23. What are the essential duties of this position? As outlined in Duty 1,2,3, 4 & 5

24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.

This position will work in both the Insurance and Renewal Units. Updated PD due to vacancy.

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

The Licensing Division, Insurance and Renewal Units, are responsible for issuance and renewal of all types of licenses relating to sale, importation, and distribution of alcoholic beverages in the State of Michigan. The Renewal Unit compiles, maintains, and updates all licensing information for all liquor licensees in the State of Michigan. This unit processes all files received from applicants requesting new licenses or changes to their existing licenses or licensed premises; processes all daily batch work of licensing transactions, editing, and expanding information on the Oracle database; preparing all documents and proper packets to be explained and released to licensees. In addition, this unit provides information relative to licenses over the telephone to other state agencies, local and federal governmental agencies, law enforcement agencies, insurance companies, attorneys, licensees, applicants, and the general public. The function of the Insurance Unit is to maintain records pertaining to compliance with the provisions of MCL 436.22 et. seq. which requires proof of financial responsibility for all licensees; disseminates information, determine acceptability and compliance of submitted documents, processes same, and issues periodic reports on its activities.

26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Educational level typically acquired through completion of high school.

EXPERIENCE: WPA 5 – No specific type or amount is required. WPA 6 – One year 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. WPA E7 – Two years of administrative support experience, including one year equivalent to a 6-level administrative support classification, 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. KNOWLEDGE, SKILLS, AND ABILITIES: Accurate typing skills and the ability to communicate effectively, by phone, in writing, and in person.

CERTIFICATES, LICENSES, REGISTRATIONS: None.

NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. 27. 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’s Signature Date TO BE FILLED OUT BY APPOINTING AUTHORITY 28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.

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

Appointing Authority’s Signature Date