PDReport .us



State of MichiganCivil Service CommissionPosition Code1. SEMA3A56NCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis 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/AgencyTRANSPORTATION CENTRAL OFFICE3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Executive4. Civil Service Position Code Description10. DivisionSENIOR EXEC MGT ASST-3Office of the Chief Operations Officer5. Working Title (What the agency calls the position)11. SectionAssistant to the Chief Operations Officer6. Name and Position Code Description of Direct Supervisor12. UnitKRATOFIL, JOSEPH A; SENIOR DEPUTY DIRECTOR7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkAJEGBA, PAUL C; DIRECTOR425 West Ottawa Street, Lansing, MI / 7:30 a.m. - 4:30 p.m. M-F (work hours may vary)14. General Summary of Function/Purpose of PositionServes as a member of the senior management team for the Chief Operations Officer of the Department. Serves as a liaison between the Chief Operations Officer, Director, department staff, Governor's Office, governmental agencies, the legislature, MDOT’s industry partners, and the general public.? Provides administrative and executive support, which requires a high degree of confidentiality, diplomacy, and a wide range of knowledge of the office and the department's vision, mission, goals, and functions.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:Percentage:65Perform executive support activities for the Chief Operations Officer.Individual tasks related to the duty:Coordinate the Chief Operations Officer’s calendar in MS Outlook for appointments, meetings, and conferences as needed.? Schedule meeting rooms and set-up as needed.? Help in preparing any PowerPoint presentations which may be required.Prepare agendas as needed, collect all materials, including presentations, for meetings/conferences.? Update Chief Operations Officer of status of issues as needed.Act as liaison between the Chief Operations Officer and subordinates (Region Engineers, Bureau Director of Field Services, Bureau Director of Development, Bureau Director of Bridges and Structures, Office of Business Development Administrator, and Operations Office of Administrative Services Administrator), industry partners, FHWA-Michigan Division, governmental agencies or others; communicating vital information, instructions, and assignments; and follow-up on status of assignments.Serve as lead administrative professional for administrative professionals working under Highway Operations; work with statewide administrative professionals’ team and Executive Bureau SEMAs to coordinate/facilitate bi-annual MDOT Administrative Professionals’ Conference.Proof, edit and process correspondence assignments utilizing MDOT’s CRM system.Review and ensure correct information is contained on internal requests for the COO’s approval such as Out-of-State Travel, Memberships, Conferences, Air Transport, etc.Serve as resource and mentor for administrative professionals, as needed/requested. Assist Chief Operations Officer in maintaining effective customer relationships.Handle and refer inquiries from contractors, suppliers, FHWA, and the public.Duty 2General Summary:Percentage:25Provide?executive?support for:? travel, conference and event planning, maintaining?SharePoint site, taking/transcribing meeting notes, and monitoring e-mails.Individual tasks related to the duty:Make travel arrangements, prepare itineraries, compile and process out-of-state travel schedule attendance at meetings, conferences, and process expense reimbursements for Chief Operations Officer. Also assist in preparing PowerPoint presentations as needed.Serve as statewide resource for conference and event planning.Maintain Region and Bureau Management Team (RBMT) SharePoint site.Attend monthly RBMT and Work Zone Safety Task Force meetings to take and transcribe meeting notesFollow-up on assignments made by COO to other staff members and on projects assigned to the COO by the Director.Review COO’s emails to ensure queries are answered timely.Duty 3General Summary:Percentage:10Additional support, such as:? correspondence/reports, research/special projects, and answering inquiries.Individual tasks related to the duty:Read and screen all incoming correspondence and reports and assess importance of material.? Determine which can be handled personally and which should be forwarded to other appropriate area(s) for action/response.Perform research and gather data on special projects or reports and brief the Chief Operations Officer on important issues in pose and review correspondence for Chief operations Officer’s signature.? Also review and edit materials, which are often confidential controversial, or politically sensitive that require action by the Chief Operations Officer.Route urgent correspondence, verbal or written, to ensure timely response/compliance.Answer inquiries and respond to concerns using knowledge of supervisor’s viewpoint.Other duties as requested.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Screen incoming calls and correspondence and answer directly or route to appropriate area, being sensitive of confidential, controversial, or politically sensitive information. Provide information to the department/bureau management using knowledge of Chief Operations Officer's viewpoint. Those affected by the decisions made are the legislature, public, local public agencies, MDOT management, industry partners, and internal staff.17. Describe the types of decisions that require the supervisor's review. Written and/or oral response to final the course of action on complex, confidential, controversial, and political projects.? Scheduling that may override supervisor’s previous commitments. 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.-Walking to/from various parts of the building may be required.-Bending and stooping may be required.-Daily computer usage and keyboarding skills that may involve sitting for long periods of time.?-Transporting parcels/files that typically can weigh up to 15 pounds. 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.NAMECLASS TITLENAMECLASS TITLEVACANTDEPARTMENTAL TECHNICIAN-A Additional Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):YComplete and sign service ratings.YAssign work.YProvide formal written counseling.YApprove work.YYApprove leave requests.Review work.YApprove time and attendance.YProvide guidance on work methods.YOrally reprimand.YTrain 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?Yes23. What are the essential functions of this position?Serves as a member of the senior management team for the Chief Operations Officer of the Department. Serves as a liaison between the Chief Operations Officer, Director, department staff, Governor's Office, governmental agencies, the legislature, MDOT’s industry partners, and the general public.? Provides administrative and executive support, which requires a high degree of confidentiality, diplomacy, and a wide range of knowledge of the office and the department's vision, mission, goals, and functions.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.25. What is the function of the work area and how does this position fit into that function?MDOT provides active leadership and support for planning, designing, operating, and maintaining all aspects of a comprehensive integrated transportation system.? The Chief Operations Officer is responsible for coordinating?the activities of the employees and assess the effectiveness of overall programs and operations to accomplish that objective.? This position serves as an assistant to the?Chief Operations Officer and?provides administrative and executive support, which requires a high degree of confidentiality, diplomacy, and a wide range of knowledge of the office and the department's vision, mission, goals, and functions.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.Possession of an associate’s degree in applied arts and sciences in an executive secretarial science curriculum may be substituted for one year as a Secretary 9.Note: Equivalent combination of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.EXPERIENCE:Four years of administrative and executive support experience equivalent to a Senior Executive Management Assistant 9, Secretary 9, or Legal Secretary 9; three years equivalent to an Executive Secretary E10, Legal Secretary 10, or Secretary Supervisor 10; or, two years equivalent to a Senior Executive Management Assistant 11, Executive Secretary 11, or Secretary Supervisor 11.KNOWLEDGE, SKILLS, AND ABILITIES:Ability to recommend policies, procedures, and resolution based on evidence and knowledge of the Chief Administrative Officer's viewpoint.Ability to establish and maintain effective relationships under varied conditions with public/private officials, and individuals at all levels of the organization.Considerable knowledge and experience in computer software packages (i.e. Outlook and Microsoft Office Suite).Ability to use diplomacy, discretion, and sound judgement when providing guidance to staff and referring callers and correspondence.Ability to provide timely responses to requests.CERTIFICATES, LICENSES, REGISTRATIONS:Valid driver's licenseNOTE: 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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.NoneI certify that the entries on these pages are accurate and complete.Appointing AuthorityDateI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.EmployeeDate ................
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