CS-214 Position Description Form



CS-214

REV 8/2007 | | 1. Position Code

DEPSPL2C35N | |

| |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 |

| |Corrections/Kinross Correctional Facility |

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

| |Correctional Facilities Administration |

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

|Departmental Specialist-13 |Kinross Correctional Facility |

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

|Administrative Assistant to the Warden |Administration |

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

|Jeffrey Woods, Senior Executive Warden |Warden’s Office |

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

|Jeri-Ann Sherry, Regional Prisoner Administrator |Kincheloe, MI 49788 40 Hours per week |

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

|Assist the Warden in a broad range of administrative functions involving the day to day operation of a 1,882 bed Level II facility, which includes a 320 bed |

|level I work unit. The facility staffing is approximately 345. To serve as a public relations liaison and spokesperson for the Warden and facility. To |

|interpret and define policy, consult with and advise staff on a multitude of issues. Serve as the litigation coordinator, FOIA coordinator, process Warden’s |

|Office correspondence, staff training, representing the Warden at various meetings, ACA Coordinator, Warden’s representative to the Warden’s Forum and liaison |

|to the Director’s Office. |

|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 35 |

|Assist the Warden in administrative matters. |

|Individual tasks related to the duty. |

|To research problem areas and recommend alternative methods of program development and problem solving. |

|To maintain contact with department heads, other staff and outside agencies to seek information to aid in fulfilling the goals of the agency. This involves |

|fact finding and investigations with staff and prisoners to address a wide range of issues. |

|Conduct interviews in the various housing units with both staff and prisoners, direct observation of conditions and operations within the secure perimeter. |

|Report on these findings to the Warden and recommend various solutions, and/or suggestions regarding operations. |

|Answer memos, letters and inquiries on behalf of the Warden. |

|Review visiting applications and visiting restoration requests. |

|Review funeral and sick bed visit requests and recommend appropriate action and then coordinate all action steps. |

|Duty 2 |

|General Summary of Duty 2 % of Time 25 |

|Assist the Warden by coordinating all activities with the Warden’s Forum and investigating individual complaints from prisoners and their families. |

|Individual tasks related to the duty. |

|Conducts general investigation into prisoner allegations of complaints against employees. |

|Prepare responses to prisoner’s written questions/concerns/complaints to the Warden’s Office. |

|Provides face to face verbal response, interviews and investigations to prisoner complaints. |

|Meet with prisoner representatives weekly within the secure perimeter of the facility. |

|Coordinate responses to questions for the Forum’s formal monthly meeting with the Warden |

|Duty 3 |

|General Summary of Duty 3 % of Time 20 |

|Serve as Litigation Coordinator, ACA Coordinator and FOIA Coordinator. |

|Individual tasks related to the duty. |

|Process incoming litigation to the Attorney General Office and Central Office. |

|Prepare response and ensure that correspondence and affidavits to be presented in court are accurate and are forwarded to the Attorney General’s Office in a |

|timely manner. |

|Maintain litigation files, ensuring that all appropriate documentation is contained in each file. |

|Investigate issues and conduct research within the secure perimeter as required by the Attorney General’s office. This can require on site investigation, and |

|direct face to face prisoner contact. |

|Collect items requested by the AG and CFA for ongoing litigation. |

|Determine appropriate staff to complete ACA Standards. |

|Ensure all documents are kept up-to-date for each standard. |

|Coordinate with the liaison, Regional, State and National ACA Coordinators/Auditors to assure facilities are prepared and present a good impression to the |

|auditors. |

|Conducts all necessary fact finding for audits of the facility. |

|General supervision of the other institution FOIA Coordinators. |

|Includes monitoring of the requests under FOIA; ensuring that time limits and production of document guidelines under the color of the law and the departmental|

|policy are strictly adhered to. |

|Duty 4 |

|General Summary of Duty 4 % of Time 5 |

|Visitor Tracking Administrator |

|Individual tasks related to the duty. |

|Oversee the visitor application process and provide direction to staff. |

|Review all the visitor applications and make final determination concerning approval or rejection of questionable applications based on current policies, DOMs |

|and visiting standards. |

|Conduct in depth investigations into applicant’s background to determine if the Warden has “Just Cause” for restrictions, and/or rejections. |

|Draft letters for signature when applicants are rejected. |

|Occasional prisoner contact to interview and explain the visiting procedures and to further assist them in the legal probate system requirements relative to |

|Dept. policy concerning approval of minor children being placed on a prisoner’s visiting list. |

|Occasional face to face visitor contact regarding visiting concerns. |

|Duty 5 |

|General Summary of Duty 5 % of Time 10 |

|Monitor policy and procedure development. |

|Individual tasks related to the duty. |

|Monitoring policy and procedure development. This includes identifying tasks that must be completed in the various work units and aiding in the development of|

|methodology for their completion. |

|Ensure procedures are written in a clear, concise manner. |

|Ensure that procedures are in line with the goals of the institution, department, the State of Michigan and ACA Standards. |

|Conduct observations of operational procedures at the facility and report findings to the Warden. |

|Interview staff and department heads at the facilities regarding policy and procedure development and implementation. |

|Duty 6 |

|General Summary of Duty 6 % of Time 5 |

|Responsible for all Media relations. |

|Individual tasks related to the duty. |

|Maintain contact with all print, radio and T.V. media. |

|Develop press releases. Interface with Central Office staff relative to all public relation issues. |

|Act as primary spokesperson for the facility in times of disturbances and normal operations. |

|Conduct escorts of media personnel allowed onto facility grounds. |

|Interview prisoners and screen and secure all required prisoner release forms prior to any interviews, photo, or film appearances by prisoners. |

|Assist in the production of any media events that have been approved by Central Office, and the Warden that occur on department property. |

| 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. |

|Decisions made in the processing of litigation, prisoner grievances, responses to prisoner family inquiries and many written responses to prisoner |

|correspondence are made independently based on policy and procedures. |

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

|Warden Forum’s responses are prepared for the Warden’s review and signature. All final decisions regarding media filming and photos, as well as media access |

|are made by the Warden, based on information obtained and reported by myself. Coordinating funeral and sick bed visits for the Warden’s approval. Review and |

|recommendations for visitor forfeitures and restorations. |

| 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. |

|Some walking and standing. Sitting, typing, reading and writing. However, duties regularly place employee in adversarial positions with angry or disgruntled |

|prisoner and their families. These activities take place both inside and outside of the secure perimeter of the facility. |

| 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? |

|Must be a skilled manager of processes, to assist the Warden with any duties that help the office function smoothly. This includes news media relations, |

|family and visitor issues, policy and procedure update and tracking, litigation handling, ACA and prisoner problems, complaints and Forum concerns. |

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

|Due to the closure of the Hiawatha Correctional Facility this position now only serves as the Administrative Assistant for the Kinross Correctional Facility. |

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

|The position deals with a Level II correctional facility which also includes a work unit. It’s function is to help provide a safe, secure and humane |

|environment in which to confine prisoners. This position offers administrative support to the Warden’s Office with extensive prisoner, prisoner family, staff |

|and outside state administrative contacts both written and verbal. |

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

|EDUCATION: |

|Possession of a bachelor’s degree in any major. |

|EXPERIENCE: |

|Four years of professional business and administrative experience, including two years equivalent to the experienced (P11) level or one year equivalent to the |

|advanced (12) level. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Ability to deal with prisoners, staff and public in a very professional manner at all times while representing the Warden’s Office. Must be able to manage |

|professional written correspondence, computer skills, traverse inside the facility, organize files and be skilled in good communications. |

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|N/A |

|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 |

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