CS-214 Position Description Form



CS-214Rev 11/2013Position CodeEXCSECEE46NState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete this form 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/AgencyMichigan Department of Health and Human Services3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Bureau of Laboratories4.Civil Service Position Code Description10.DivisionExecutive Secretary E10Chemistry & Toxicology5.Working Title (What the agency calls the position)11.SectionSecretary6.Name and Position Code Description of Direct Supervisor12.UnitMatthew Geiger, MS, SDA 177.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkSandip Shah, Ph.D., SBA 18Lansing, MI 48909, 3350 N. Martin L. King, Jr. Blvd.7:30 AM – 4:30 PM, Monday - Friday14.General Summary of Function/Purpose of PositionThe employee in this position is an advanced level confidential secretary in the Division office within the Bureau of Laboratories. The employee is responsible for coordinating administrative support functions for multiple program areas, including the Division Chief and other professional staff. This complex Division includes newborn screening, environmental, chemical and toxicological and support operations. This position assists the Division Chief and other management staff in maintaining and organizing documents for regulatory requirements, grant applications and documents and other essential Division materials. This employee must exercise extensive independent judgment to select proper courses of action.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 1General Summary of Duty 1% of Time65Using extensive knowledge performs primary office related duties in support of the Division’s mission and vision.Individual tasks related to the duty.Performs a variety of executive support tasks which may be highly confidential and sensitive.Reads and screens incoming correspondence, reports, emails; makes preliminary assessment of the importance of materials and organize documents; handles some matters personally and forwards appropriate materials to the executive and staff.As liaison between the executive and subordinates or others, transmits directives, instructions and assignments and follows up on status of assignments, as needed.Updates executive on status of issues before scheduled meeting.Takes and transcribes meeting minutes and keeps records of meeting proceedings and pose or edits routine emails, letters, memorandums and similar documents; utilizing knowledge of work place, follow guidelines for distribution and appropriate signatures. Prepare newborn screening dried blood spots destruction notices and agendas.Maintain Division Director’s calendar, schedule meetings and set up conference calls.Receive and place telephone calls for the Division, take messages, provide information to staff. Knowledge of Bureau, Division and Section policies, procedures, and medical terminology is needed to correctly give information or route calls.Process travel vouchers, out-of-state travel requests, travel arrangements, hotel accommodations, travel advances, etc. for Division Director and other professional staff. Schedules and arranges meetings and conferences as needed. Enters via proxy all division employees travel authorizations and expense reimbursements into SIGMAEstablishes and maintains office files, logs, indexes, control records or other information in connection with the work under the supervisor’s control. Knowledge of versatile system for statewide filing. Send archives records to the State of Michigan Records Center.Maintains Division files; assist Division management in preparing, organizing and distributing documents, especially regulatory documents.Performs other duties either, assigned or self-determined, to facilitate the timely and effective execution of the Administrator’s responsibilities.Makes arrangements for guest speakers and disseminates information.Assists with organizing and planning as part of a team for building activities (social events, etc.).SIGMA timekeeping, review and audit timesheets.Duty 2General Summary of Duty 2% of Time15Using extensive knowledge performs personnel related matters.Individual tasks related to the duty.Do biweekly time reporting for the Division by using SIGMA.Maintain Division personnel files, up-to-date lists and keep Division Director apprised of personnel transactions in process.Work with Bureau personnel liaison in preparing personnel transaction forms for filling new and vacant positions, updating position descriptions, transfer of employees, and reestablishment of positions.Act as liaison for Division personnel, i.e., medical leaves of absence, reasonable accommodations, adjusted time schedules, etc.Submits personnel documents into the Human Resources PTR System.Performs other duties either, assigned or self-determined, to facilitate the timely and effective execution of the Administrator’s responsibilities.Assists in submitting telephone service requests using the online DTMB906c form.Duty 3General Summary of Duty 3% of Time10Using extensive knowledge performs duties related to supplies, purchase orders and vendor contracts.Individual tasks related to the duty.Order standard supplies for laboratory personnel, data coders and Division office. Order business cards.Work with Scientists when ordering special supplies, order inter-departmental mailing receipts for special shipping, type purchase orders, and track questionable problems, etc.Prepare payment vouchers, commodity requests, contracts and set up teleconference calls.Performs other duties either, assigned or self-determined, to facilitate the timely and effective execution of the Administrator’s responsibilities.Researches and purchases non-routine office equipment and completes appropriate.Duty 4General Summary of Duty 4% of Time10Using extensive knowledge performs other duties as required by the Division or the Bureau.Individual tasks related to the duty.Transmits and reviews privileged and confidential medical information or rabies results on laboratory tests to pre-authorized individuals and follows up with documentation, as needed.Assists with the destruction of archives records, files and data that has exceed the retention schedule.Back-up to the Bureau Director’s Office during heavy workloads and in the absence of the Bureau Director’s Secretary.Performs other duties either, assigned or self-determined, to facilitate the timely and effective execution of the Administrator’s responsibilities.Using extensive knowledge performs other duties as required by the Division or the Bureau.Duty 5General Summary of Duty 5% of TimeIndividual tasks related to the duty.Duty 6General Summary of Duty 6% of TimeIndividual tasks related to the duty.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Confidential telephone calls from physicians and their office staff, county health departments, hospitals, independent laboratories, state agencies and the general public. These calls consist of various confidential or privileged inquiries regarding newborn and blood specimens for lead, taking care to direct them to the appropriated sections to be handled properly. Extensive independent judgment is exercised to select proper courses of action with knowledge of Division Director’s point of view. Analyze and prioritize incoming data, information and requests ensuring that the Division Director or designee is advised as to status and impact upon existing and or planned Division activities. Determine necessary follow-up and, as needed, delegate appropriate assignments to responsible areas and/or personnel for completion. Provide for and promote favorable public relations in all contacts whether they are Legislators, Physicians, Senior Department staff, Local Health Jurisdictions or the General Public.17.Describe the types of decisions that require the supervisor’s review.When guidelines or instructions are not available.18.What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Must carry out regular office operations on a day to day basis; meeting deadlines for necessary correspondence and meetings. Setup and organize for meetings; maintain paper and electronic files.Physical Activities: sitting (for long periods of time), standing, climbing, stooping, lifting, walking.Conditions/Hazards: cold, heat, odors, noise and alarms.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. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLE20.This position’s responsibilities 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.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?To provide administrative and confidential secretarial and related duties coverage for the Division Office that provides laboratory screening and diagnostic services to aid in the control of genetic and metabolic diseases in infants, prevention of lead poisoning, health risk assessments and laboratory response for chemical terrorism events. The Bureau of Laboratories is a licensed medical laboratory.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.The Division has broadened its complexity and scope. The addition of the health risk assessment programs and laboratory support for emergency preparedness to the Division creates an increased responsibility for coordinating administrative support functions for this already complex program area. In addition, Laboratory information systems are now in place to manage laboratory data and patient reports, quality assurance information, medical and insurance information.25.What is the function of the work area and how does this position fit into that function?The Chemistry and Toxicology Division performs professional laboratory tests for diagnosis of diseases of newborns, environmental and blood lead testing and analyzes specimens for toxic elements that can affect the health of all occupants of the State. The employee in this position is responsible for a combination of secretarial and management assistant duties; must carry out operations on daily basis; maintain close liaison with Division Director and other employees; provide and promote a good public relations when dealing with lab staff, other state employees and the public.26.What are the minimum education and experience qualifications needed to perform the essential functions of this position?EDUCATION:High School Education.EXPERIENCE:Five years of administrative support experience where use of a personal computer to prepare and organize documents was an essential part of the duties including 2 years in advance level of administrative support work that are equivalent to a Secretary E8 in state service, or 1 year of service equivalent to an Executive Secretary 9 in state service.KNOWLEDGE, SKILLS, AND ABILITIES:Considerable knowledge of the application of the mission of the Bureau to performance of executive support activities.Knowledge of departmental policies, procedures, and organization relationships.Knowledge of the organization and maintenance of filing systems.Knowledge of correct English usage, spelling, punctuation and composition of business letters, minutes, reports, charts, and numerical and tabular material.Knowledge of the techniques of receiving calls, making appointments, giving information and explaining instructions and guidelines.Some knowledge of scientific terminology and common laboratory vocabulary.Must display good judgment, maturity, dependability, and a skillful, cooperative, friendly manner.Ability to use diplomacy, discretion and judgment in giving out information and referring callers.Ability to interpret instructions and guidelines to make decisions and take necessary actions.Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines.Ability to compose routine letters, memoranda, complete state forms.Ability to make decisions where precedents may not have been established.Experience with Outlook, Microsoft Office Suite, e.g., Word and Power Point.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.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 SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to statements of the employee(s) or supervisors.I certify that the entries on these pages are accurate and complete. Appointing Authority SignatureDateTO BE FILLED OUT BY EMPLOYEEI 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’s SignatureDateNOTE: Make a copy of this form for your records. ................
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