Classification and Selection Operations Bureau

CS-214T 1. Position Code

State of Michigan Department of Civil Service Classification and Selection Operations Bureau Classification Division

POSITION DESCRIPTION

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 party 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. THIS PAGE SHOULD BE FILLED OUT BY SUPERVISOR AND/OR APPOINTING AUTHORITY.

2. Name of Incumbent (Last, First, M.I.) 8. Department/Agency Vacant Michigan State Police 3. Employee ID Number 9. Bureau (Institution, Board, or Commission) Administrative Services Bureau 4. Civil Service Classification of Position 10. Division Executive Secretary 10 Criminal Justice Information Center

5. Working Title of Position (What the Agency Titles 11. Section the Position) Management Assistant Administrative

6. Name and Classification of Immediate Supervisor 12. Unit Dawn Brinningstaull, State Bureau Administrator 18

7. Name and Classification of Next Higher Level 13. Work Location (City and Address)/Hours of Work Supervisor 7150 Harris Drive, Dimondale, MI 48821 Shawn Sible, Senior Deputy Director 20 8 a.m. – 5 p.m.

14. General Summary of Function/Purpose of Position: This position provides confidential management assistance and secretarial support to the Criminal Justice Information Center (CJIC) division director and assistant division directors. Interprets superior's views and relates frequently to persons in the general public, Michigan State Police, and other governmental contacts. Coordinates division-wide administrative support tasks and provides leadership to other section secretaries in the performance of their assigned duties. Serves as liaison for the director regarding transactions with the Human Resources Division. Serves as the division focal point for matters involving the preparation of forms and presentation materials for meetings. Composes and prepares correspondence, compile confidential reports, and maintain filing system.

For Civil Service Use Only

15. Please describe your assigned duties, percent of time spent performing the duty, and explain what is done to complete the duty.

List duties in order of importance from most important to least important.

Duty 1 General Summary of Duty 1 - 45% of Time Serve as management assistant to the division director and assistant directors.

Individual tasks related to the duty.

 Answer inquiries requiring extensive knowledge of viewpoints of superior and exercise discretion in giving information.

 Advise the director/assistant directors of items needing attention, anticipate and furnish materials for superior’s reply to correspondence.

 Make travel arrangements and prepare travel vouchers.

 Review correspondence prepared for signature and proofread for typographical errors, grammar, format, and content.

 Prepare correspondence for the division director/assistant directors and compose and type various forms of correspondence that require an extensive knowledge of superiors’ viewpoints.

 Schedule and attend meetings, prepare agendas and meeting materials, take and transcribe minutes.

 Maintain schedule of division conference rooms.

 Distribute mail.

 Order supplies and prepare payment authorizations in MAIN; prepare purchase requisitions for other services procured by the division; reconcile invoices and receipts.

Duty 2 General Summary of Duty 2 15% of Time

Maintain and coordinate the development of various files and documents.

 Maintain the division policies and procedures manual, both electronically and hard copy. Ensure staff has access to it on the internal network. Suggest updates as needed.

 Provide monthly tracking and reports on the division’s strategic plan and metrics for Director’s office.

 Maintain the division personnel files including, but not limited to, updated position descriptions, the division organizational chart, requests, and notifications of personnel actions, alternative work schedules, and outside employment authorization forms.

 Organize division shared drive on network. Keep storage amount within amount allotted by department.

 Maintain legislative files. File impact statements from section managers and track division response to legislative initiatives.

Duty 3 General Summary of Duty 3 - 30% of Time

Coordinate division-wide services including:

 Advise administrative support staff on pertinent departmental issues via a monthly or quarterly meeting.

 Maintenance and distribution of new division employee packets.

 Oversee the coordination of division telephone services.

 Assure all division forms are in compliance with the forms design and specifications. Meet with division employees to review current forms. Approve all printing or purchase requisitions involving forms.

 Requests for office reconfigurations.

 Requests for office changes due to ergonomic considerations.

 Maintain liaison with copy machine vendor and schedule and coordinate maintenance.

 Schedule and coordinate division staff and management meetings and schedule semi-annual staff conferences.

 Maintenance of the division vehicles and tracking system.

 Requests for equipment and office furniture disposal.

Duty 4 General Summary of Duty 4 10% of Time

Perform other duties as required.

 Schedule and coordinate Criminal Justice Information Services (CJIS) Board meetings. Attend meetings, prepare agenda, take minutes, and assist in all preparation for quarterly meetings.

 Schedule and attend other meetings or committees as required by superiors. Prepare agenda and take minutes to be distributed to attendees.

 Perform payroll timekeeping for the Administrative Section and other sections needing support.

 Perform administrative support functions for other sections in need of support.

 Perform routine telephone answering for the division; receive and screen telephone calls referring them to the proper administrative personnel providing the necessary information.

 Prepare PowerPoint presentations, flow charts, and other meeting materials as necessary.

 Other duties as assigned.

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.

In the absence of supervisor, respond to inquiries and requests providing superior’s point of view or refer to the appropriate administrative authority.

17. Describe the types of decisions that require your supervisor's review.  When decisions are outside the scope of responsibility and when unfamiliar with specific policies or procedures.

18. What kind of physical effort do you use to perform your job? What environmental conditions are you physically exposed to on your job? Indicate the amount of time and intensity of each condition. Refer to instructions on page 2.

Physical efforts include routine office sitting, standing, computer work, communicating with persons on the telephone and in person, and the use of routine office equipment.

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 ten, list only classification titles and the number of employees in each classifications).

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 sick and annual leave requests. Review work. Sign time and attendance report. 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 FILLED OUT BY IMMEDIATE SUPERVISOR

22. Do you agree with the responses from the employee for items 1 through 18? If not, which items do you disagree with and why. Yes

23. WHAT ARE THE ESSENTIAL DUTIES OF THIS POSITION? Provide confidential support to the division director and assistant division director including coordinating office activities. Maintain daily contact with the general public, other law enforcement agencies, employees within the department, and other governmental entities. Serve as liaison with Human Resources Division and Administrative Services Bureau.

24. Indicate specifically how the job’s duties and responsibilities have changed since the position was last reviewed. No change

25. What is the function of the work area and how does this position fit into that function? The function of the Administrative Section is to provide executive oversight of division operations, utilizing resources to accomplish division mission, goals, and objectives. Also includes prioritizing projects and managing the division finances with departmental and/or legislative mandated levels. This position provides confidential management and secretarial support to Administrative Section.

26. In your opinion, what is the minimum education and experience qualifications needed perform the essential functions of this position.

EDUCATION: High school diploma

EXPERIENCE: One year of experience as a Secretary 9 or two years as a Secretary 8.

KNOWLEDGE, SKILLS, AND ABILITIES: Possess good communications skills, both verbal and written. Possess extensive knowledge of office organization, work flow, staffing, forms, and procedures. Ability to use diplomacy and discretion in releasing information. Possess proficient computer skills and knowledge.

CERTIFICATES, LICENSES, REGISTRATIONS:

SPR: The employee must not have a criminal history on record in Michigan or any other state.

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