CS-214 Position Description Form



CS-214REV 1/20061.Position CodeGNOFASTEState of MichiganDepartment of Civil ServiceCapitol Commons Center, P.O. Box 30002Lansing, MI 48909Federal privacy laws and/or state confidentiality requirements protect a portion of this information.POSITION DESCRIPTIONThis 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/AgencyLicensing and Regulatory Affairs3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Construction Codes4.Civil Service Classification of PositionGeneral Office Assistant -E 5/6/E710.DivisionLicensing and Compliance Division5.Working Title of Position (What the agency titles the position)General Office Assistant11.Section6.Name and Classification of Direct SupervisorDianne Barmes, State Administrative Manager 1512.Unit7.Name and Classification of Next Higher Level SupervisorBarbara Kunkel, Deputy Director 1713.Work Location (City and Address)/Hours of Work8:00am - 5:00pm, Monday-Friday14.General Summary of Function/Purpose of PositionProvide administrative support as directed by the supervisor, performing the following administrative support tasks: Answer division telephones and provide general information to callers; sort and date stamp incoming mail; perform initial review of boiler; elevator-journey & contractor; electrical-journey, master, & contractor; mechanical contractor; journey plumber, master plumber, and plumbing contractor examination applications; issue renewal licenses; process license changes; review and process new apprentice registration applications; and file forms, correspondence, and license files. In addition, copy and fax information as needed. Assist with the processing and review of code official registration applications, applications for instructors, and applications for continuing education programs; perform initial review of the Manufactured Housing Community Annual Inspection Reports; open, log, and track Manufactured Housing complaints; answer division telephones, assist customers, and process all requests for forms, publications, and related information; assist with database testing; and provide administrative support to division staff.For Civil Service Use Only15.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 1General Summary of Duty 1% of Time40Answer Division telephones; date stamp, sort, and distribute incoming mail; process amendments, reinstatements and licensing certification requests; assist walk-in customers.Individual tasks related to the duty.Answer division telephone and assist walk-in customers, determine their needs by providing general information or refer to appropriate staff.Answer general inquiries relating to license changes, renewal of licenses, and examination dates.Explain procedures and requirements for apprentice registrations, examination applications, and licensing applications. Unusual or complex questions are referred to the division analysts.Search license database for information on contractors, as requested by the public or staff members.Date stamp incoming mail, sort, and distribute to appropriate staff members. Review and process incoming amendments.Prepare, review, and process reinstatement requests as described in the State Plumbing Act, 2002 PA 733.Email requested information. Duty 2General Summary of Duty 2% of Time25Perform initial review of boiler; elevator-journey & contractor; electrical-journey, master, & contractor; mechanical contractor; journey plumber, master plumber, and plumbing contractor examination applications and enter into computer system. Individual tasks related to the duty.Review examination applications to verify receipt of appropriate fee, and that all pertinent information is included on the application. If incoming form is incomplete, prepare letter with instructions of what needs to be provided. Proofread, give to division manager for signature, mail and file.Verify that applicant holds a valid apprentice registration if applying for journey plumber examination, or holds an active journey plumber card and has done so for the required amount of time for a master plumber examination.Input applicant information into licensing database. Put in pending file area or forward to appropriate analyst for final review.Provide complex or unique applications to the division analyst for processing.Duty 3General Summary of Duty 3% of Time10Review, process and issue new apprentice registration applications.Individual tasks related to the duty.Review apprentice registrations to verify application is complete and provides all required information/documentation. Provide complex or unique applications to the division analysts for processing.If incoming form is incomplete, type letter with instructions of what needs to be provided. Proofread, give to division manager for signature, mail and file in pending file area.Enter information in licensing database to issue the new apprentice registration.Duty 4General Summary of Duty 4% of Time20Process license (new and renewal) and enter into computer systemIndividual tasks related to the duty.Perform initial review of license applications to assure all information has been entered and is complete. Input initial and renewal license applications ensuring payments are submitted and verifying code update classes have been completed.If incoming form is incomplete, type letter with instructions of what needs to be provided. Proofread, give to division manager for signature, mail and file.Process license changes-i.e. address, telephone number, licensee name, company name, county name.Retrieve files upon request.Type letters, memos and other correspondence that pertain to license status issues. Generate these letters and memos according to administrative instructions.Duty 5General Summary of Duty 5% of Time5Miscellaneous Tasks. Perform related work as directed. Copy and fax information as requested.Individual tasks related to the duty.File division documents.Process special mailings.Fax documents from division staff as requested. Obtain materials for Freedom of Information requests.Duty 6General Summary of Duty 6% of TimePerform the initial review of the Manufactured Housing Community Annual Inspection Reports (AIRs).Individual tasks related to the duty.Receive, date stamp, and log AIRs received from divisions in appropriate Excel spreadsheet.Maintain and update spreadsheet on a daily basis and enter inspection date and status in Permits Plus database.Separate AIRs by compliance status listed on form. Provide senior staff any denials of certification for processing.Send a copy of AIRs with no violations to the licensee on a timely basis.For AIRs with violations, look up and print licensing information on the appropriate manufactured housing community in the database. Log AIRs with violations in appropriate Excel spreadsheet.Send letter to Manufactured Housing Community Operator advising them that they have violations and have 30 days for violations to be corrected. 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.Determine order of daily priorities, determine proper assistance required for bureau customers, determine license validation and permit verification.The general public, inspectors, and licensees, are affected by these decisions.17.Describe the types of decisions that require your supervisor’s review.Decisions that involve technical inquiries or written correspondence pertaining to license and examination concerns. Issues which are sensitive in nature. 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.A lot of repetition work, i.e., collating, stapling, filing, mailings, typing and answering phones. Minimal physical strength required. Constant sitting. Normal office environmental conditions.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.)NAMECLASS TITLENAMECLASS TITLE20.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. SignatureDateNOTE: Make a copy of this form for your records.TO BE COMPLETED BY DIRECT SUPERVISOR22.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?1) Answer division telephones while maintaining normal daily work duties.2) Provide administrative support to the Licensing and Compliance Division.3) Initial review of examination applications.4) Maintain licensing database files and prepare division correspondence.Due to operational needs, bureau policy limits the approval of vacation by supervisors to 5 consecutive business days. Requests for leave beyond 5 consecutive business days must be requested through the bureau’s Administration Office. 24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.Duties have been updated to reflect current job duties of the position. The initial review of boiler, electrical apprentice, journey, and master, elevator, mechanical, journey plumber, master plumber, and plumbing contractor examination applications has been added to this position. In addition, the reporting relationship has been changed from the assistant chief to the division administrative manager. 25.What is the function of the work area and how does this position fit into that function?The Licensing and Compliance Division is responsible for assuring the proper licensing and registration of occupations and facilities pursuant to statutory requirements; coordinate, monitor and oversee the pre-licensure process; review and process consumer complaints; and establish division performance metrics and reports. This position provides a portion of that responsibility by performing the duties previously described.This position provides administrative support to help facilitate these responsibilities and functions.26.In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Educational level typically acquired through completion of high school.EXPERIENCE:WPA 5: No specific type or amount of experience is required.WPA 6: One year of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work.WPA E7: Two years of administrative support experience, including one year equivalent to a 6 level administrative support classification, where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work.KNOWLEDGE, SKILLS, AND ABILITIES:Considerable knowledge of the use of a personal computer, proficiency in Word; thorough knowledge of punctuation, composition, and organization of information; ability to proof read and edit materials for typographical errors, grammar, formatting and content.Experience with multi-line telephones, computer knowledge, organizational skills, communication skills, understand and follow instructions, ability to interpret instructions and guidelines in order to make decisions, and the ability to work under stressful conditions.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.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 SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITY28.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 SignatureDateDuty 7General Summary of Duty 2% of Time20Perform the initial review of registration applications for building officials, inspectors, and plan reviewers.Individual tasks related to the duty.Receive and date stamp code official registration applications.Verify appropriate fee has been received and, if needed, prepare invoice for outstanding balance.Verify application is a new application in registration database and excel spreadsheet.Verify all information is complete on application in accordance with requirements in the Building Officials and Inspectors Registration Act and rules.Enter information into the database, assign number, prepare worksheet, and create file.Give copies of Building and Mechanical applications to appropriate division for review of experience.Verify licensing information for Building and Electrical applications.Give licensing information for Plumbing and Mechanical applications to senior staff for verification. Send credit statements to code officials, along with a “credit problem worksheet” for use in case of credit disputes. Receive code officials registration renewal forms, review, process, and print personalized registration certificates (approximately 1,800-2,300), and mail.Duty 8General Summary of Duty 3% of Time20Perform the initial review of the applications for instructors and continuing education programs for code officials.Individual tasks related to the duty.Receive and date stamp applications received for instructors and continuing education programs for code officials (both new and renewals).Verify appropriate fee has been received and if needed prepare invoice for outstanding balance.Review new and renewal applications for instructors and for proposed continuing education programs to ensure requisite information regarding experience and program content is documented according to established policies and procedures.Give copy of new and renewal applicant applications to appropriate division for review of program content and for confirmation of appropriate experience for instructors. Prepare letter or contact applicant to request additional basic information when needed. This would include appropriate fee not received, form not completed appropriately, missing information, and missing signature. ................
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