CS-214 Position Description Form



|CS-214 | | 1. Position Code |

|REV 8/2007 | |EXCSECEC10N |

| |State of Michigan | |

| |Civil Service Commission | |

| |Capitol Commons Center, P.O. Box 30002 | |

| |Lansing, MI 48909 | |

|Federal privacy laws and/or state confidentiality |POSITION DESCRIPTION | |

|requirements protect 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 |

| |MDOC/Saginaw Correctional Facility |

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

|179113 |Correctional Facilities Administration |

| 4. Civil Service Classification of Position | 10. Division |

|Executive Secretary-E |Kinross Region /CFA |

| 5. Working Title of Position (What the agency titles the position) | 11. Section |

|Warden’s Secretary |Saginaw Correctional Facility (SRF) |

| 6. Name and Classification of Direct Supervisor | 12. Unit |

|Senior Executive Warden |Warden’s Office |

| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |

|Assistant Deputy Director |9625 Pierce Road – Freeland, MI 48623/8:00 AM to 4:30 PM |

| | |

| 14. General Summary of Function/Purpose of Position |

|The Executive Secretary position is highly confidential, working directly with the Warden. The Executive Secretary provides administrative level secretarial |

|support to the Warden of a 1,488 bed multi-level prison facility which employs approximately 300 staff. The Executive Secretary serves as liaison between |

|Warden's Office and all facility department heads and staff, as well as Central Office, Attorney General, legislators, local officials and the public. |

|Provides occasional back-up support to the Administrative Assistant, assisting with correspondence, litigation, media and related contacts. |

|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 70% |

|Administrative Secretary to Warden, involving office management and preparation, compilation, typing, distribution and maintenance of incoming and outgoing |

|correspondence, reports, Minutes, policies and procedures. Manages all aspects of Warden’s Office operations. |

|Individual tasks related to the duty. |

|Daily and frequent utilization of computerized office equipment (programs include MS Word, Excel, SIGMA, MiHR, AIM, MS Access, Outlook (email), OMNI, DAS, OMS,|

|Visitor Tracking/VTS, etc.), laser printer, electronic typewriter, copy machine, fax machine, etc. |

|Continuously monitor e-mail correspondence for self and Warden (via proxy), responding to inquiries and forwarding information to other staff for action in |

|accordance with policy, priority, and past practice. |

|Compose and type memos, letters, reports, speeches, and other correspondence related to operation of the Warden's Office, providing editing as necessary. Copy|

|and distribute documentation. |

|Transcription of dictation (written and/or recorded) if/when required. |

|Preparation, routing and maintenance of confidential correspondence for Warden (investigations, disciplinary matters, performance issues, discriminatory |

|harassment, etc.) |

|Coordinate development of all facility operating procedures and department-issued policy directives – routing and distributing to Manual Holders. Maintain the|

|Acknowledgment of Receipt form for materials distributed to Warden's Office staff. Filing of Warden's copies of facility procedures and MDOC policy |

|directives, etc. |

|Serve as key operator for Warden's Suite copier/scanner/fax machine, etc., ordering the needed supplies and/or requesting service, troubleshooting for minor |

|problems experienced with related office equipment. |

|Provide occasionsl back-up support to Administrative Assistant with Step II grievances to review/edit (recommended) Warden's response, enter grievance appeal |

|data in Grievance Tracking Application Switchboard. |

|Serve as Recorder for mobilization Command Center - compile information as directed by Command Center leader (Warden/designee). Note times and happenings |

|during practice and/or real emergency mobilization, relay information to Think Tank, Media Team, Control Center, etc., as instructed by Warden/designee. |

|Take/record, type and distribute meeting agenda and minutes for: monthly Executive Staff meeting, quarterly Community Liaison Committee meetings, Warden’s |

|Forum meetings; monthly Mobilization critique; weekly Operations meeting (Master Plan). Distribute approved minutes. |

|Duty 2 |

|General Summary of Duty 2 % of Time 10% |

|Payroll timekeeper for administrative staff in assigned Home Units. Process individual time for self in SIGMA self-report system. |

|Individual tasks related to the duty. |

|Make daily entries and/or corrections to timeclock/timekeeping system |

|Review payroll time entry for assigned Home Units to ensure accuracy before auditing. Return for corrections if/as necessary. |

|Record and post bi-weekly timekeeping totals to SIGMA/payroll system. |

|Submit and audit completed payroll. |

|Prepare and submit payroll corrections, if/as necessary. |

|Prepare and submit own individual leave requests and payroll utilizing SIGMA self-report system. |

|Duty 3 |

|General Summary of Duty 3 % of Time 10% |

|Receive and screen incoming telephone calls to Warden's Office |

|Individual tasks related to the duty. |

|Screen and route all incoming phone calls to Warden's Office, transfer to appropriate staff as needed. |

|Assist callers with information and/or directions consistent with knowledge of policy, procedure and past practice related to specific requests. |

|Refer callers through appropriate chain of command, as needed. |

|Assist in preparation of Warden's Office response (written or verbal) to phone inquiries and/or complaints. |

|Duty 4 |

|General Summary of Duty 4 % of Time 5% |

|Scheduling – schedule various onsite meetings and visits to Warden, schedule and calendar Warden’s meetings (onsite and offsite), schedule use of Warden's |

|conference room, and make related travel arrangements as needed. |

|Individual tasks related to the duty. |

|Schedule monthly Executive Staff meetings, quarterly Community Liaison Committee meetings, and monthly Mobilization Drills - attend and record Minutes. |

|Compile, type and distribute Minutes. |

|Schedule use of Warden's conference room for various committee meetings, outside visits, staff meetings (multiple SRF departments), Offender Success/ReEntry, |

|disciplinary conferences, labor/management meetings, interviews, etc. |

|Schedule and confirm hotel and travel accommodations for Warden. Assist Warden with submssion of travel voucher in SIGMA if necessary. |

|Maintain agenda items for upcoming meetings, if applicable. Copy and distribute agenda at meetings. |

|Greet and direct meeting participants and visitors, as appropriate. |

|Duty 5 |

|General Summary of Duty 5 % of Time: 5% |

|Mail processing and distribution |

|Individual tasks related to the duty. |

|Retrieve Warden's Office mail from Mailroom - open, date stamp, review, sort, process and deliver all incoming mail to Warden and Warden's office. |

|Retrieve mail for Administrative Assistant and deliver to AA's office. |

|Forward correspondence to appropriate staff as needed and/or directed by Warden, utilizing knowledge of procedure and past practice. |

|Prepare, copy and process outgoing Warden’s office mail (including mail to Central Office, Legislators, other state agencies/departments, staff, prisoners, and|

|the general public). |

| 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. |

|Responsible for prioritizing tasks and duties as related to due dates, time line, importance, etc. |

|Must possess ability to work independently in dealing with situations that arise in the Warden's absence. |

|Forwarding calls and e-mail contacts/directions to appropriate staff in absence of Warden, in order to ensure timely action or resolution. |

|Contact repair services as needed for continued maintenance of copier, fax, scanner, computer and printer. |

|Contact Maintenance staff regarding Warden's office physical plant issues requiring attention or action. |

| 17. Describe the types of decisions that require your supervisor’s review. |

|Assignment of investigations related to outside inquiries, prisoner issues, alleged harassment, or employee discipline. |

|When procedural instructions are not available or usual techniques provide no results. |

|For clarification of MDOC policy and/or Warden's preference related to specific issues. |

| 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. |

|Position involves walking, bending, lifting, carrying, sitting, and standing. The Warden's Suite is a high-traffic area, with the Mailroom located therein. |

| |

|This position requires the ability to work independently and effectively in stressful situations, efficiently multi-task, handle frequent interruptions, |

|maintain ongoing staff interaction, as well as other tasks assigned to the position. |

| 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 |

| Not applicable to position | | |

| | | | |

| | | | |

| | | | |

| 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, I agree. |

| 23. What are the essential duties of this position? |

|This position provide essential and highly confidential administrative secretarial support to the Warden of a multi-level prison facility (1,488 inmates) which|

|employs approximately 300 staff, and provides occasional back-up support to the Administrative Assistant (assisting in various operational matters). |

| |

|The individual in this position must possess the ability to work independently with minimal supervision, and maintain office operations and processes in the |

|Warden's absence. This person must have a great deal of patience and always be diplomatic, regardless of who they are dealing with. |

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

|N/A |

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

|The Warden's Office is ultimately responsible for all processes and systems involving operation of the multi-level prison facility - including custody and |

|security, housing, programs/prisoner services, education, business office, maintenance, warehouse, quartermaster, prisoner living units, food service, health |

|services, staffing, etc. This position fits into that function by providing vital administrative level secretarial expertise and support services needed to |

|achieve and maintain efficient facility operations. |

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

|EDUCATION: |

|High School diploma or equivalent, with course emphasis on office management/administrative support studies. |

|Related college-level courses helpful, but not required. |

|EXPERIENCE: |

|Four years of office experience involving secretarial/office management practices and responsibilities. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Computer, typing/keyboarding, data entry, transcription, phone, copier, fax, scanner and related office equipment skills are essential to this position. |

|The person in this position must possess the ability to work independently the majority of the time and provide clear, concise instructions and information as |

|needed - representing the Warden's Office in all aspects of the job performance. |

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|None required. |

|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. |

|None. |

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

| |

|Appointing Authority’s Signature Date |

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