CS-214 Position Description Form
|CS-214 | | Position Code |
|Rev 11/2013 | | |
| |State of Michigan | |
| |Civil Service Commission | |
| |Capitol Commons Center, P.O. Box 30002 | |
| |Lansing, MI 48909 | |
| |POSITION DESCRIPTION | |
|This 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/Agency |
| |Executive |
| 3.Employee Identification Number |9. Bureau (Institution, Board, or Commission) |
| |Director’s Office |
| 4.Civil Service Position Code Description |10. Division |
|Departmental Analyst | |
| 5.Working Title (What the agency calls the position) |11. Section |
| | |
| 6.Name and Position Code Description of Direct Supervisor |12. Unit |
|Paul C. Ajegba, Director | |
| 7.Name and Position Code Description of Second Level Supervisor |13. Work Location (City and Address)/Hours of Work |
| |425 W. Ottawa, Lansing, MI |
| |8:00 a.m. – 5:00 p.m. Monday through Friday |
| 14. General Summary of Function/Purpose of Position |
|This position is responsible for providing analytical assistance to the Department Director; including, but not limited to, researching material for the |
|development of the Director's presentations and speeches; coordinating meetings and talking points for the Director’s involvement with external and internal |
|customers; researching action items for the Director's management team meetings and leadership team meetings. Position also provides consultation on |
|politically sensitive phone calls and correspondence, including the Director's Fraud and Abuse Hotline. |
| 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 1 |
|General Summary of Duty 1 % of Time 60 |
|Provide analytical assistance to the Director when preparing for speaking engagements and meetings. |
|Individual tasks related to the duty. |
|Research facts and make recommendations regarding material for the development of presentations, speeches, and meeting notes; |
|Coordinate the development of presentations and speeches with the Office of Communication; |
|Prepare notes and draft presentations in the appropriate format such as in Word, Excel, or PowerPoint. |
|Meet with the Director to discuss material for upcoming events and finalize presentations and speeches; |
|Accompany the Director to presentations, speeches, and meetings to assist in the communication of information and to setup technology; |
|File copies of each presentation given in accordance with the Executive Office retention schedule. |
|Duty 2 |
|General Summary of Duty 2 % of Time 25 |
|Responsible for special projects or other activities involving the Director. |
|Individual tasks related to the duty. |
|Coordinate Director’s travel arrangements including researching location, cost and best mode of travel; complete conference registration; research transit |
|systems, directions, and maps for international travel; reserve flight or other travel; determine and administer the renewal of sensitive travel documents and |
|clearances for international travel; |
|Assimilate Director’s Executive Team confidential binders for monthly meetings and schedule monthly meeting for twelve months; |
|Create spreadsheets to collect and assemble high performing employee information for Governor’s weekly recommendations and Director’s onboarding recognition; |
|Submit justification report to DTMB regarding high level leadership travel to Washington, DC; |
|Consolidate and distribute the bi-monthly meeting materials for the State Transportation Commission meetings. Develop the Director’s Report for each meeting. |
|Attend bi-monthly State Transportation Meetings when held at Aeronautics. Pre-load all presentations before the meeting and open respective files before each |
|speaker. Work with building equipment technician to adjust sound and videos as necessary; |
|Utilize SIGMA to generate payment request commodities, or create direct vouchers as needed. Maintain file copies in accordance to Executive Office retention |
|schedule; |
|Submit records and receipts to Finance upon yearly audits as requested. Ensure adherence to DTMB and MDOT purchasing rules and guidelines for Procurement Card|
|use; |
|Serve as Senior Coordinator of the procurement cards for the Director’s and CAO’s Senior Executive Management Assistant; process paperwork for each cycle due |
|date and code transaction in SIGMA; |
|Attend or volunteer at meetings, trainings and conferences as needed; |
|Annually renew MDOT contractor IDs and other projects as assigned. |
|Duty 3 |
|General Summary of Duty 3 % of Time 15 |
|Serve as organizational liaison for the Fraud and Abuse program. |
|Individual tasks related to the duty. |
|Answer hotline and provide confidential consultation to the extent of the la |
|Transcribe conversation if their concern pertains to the Department. |
|Make recommendations to caller if their issue pertains to another State of Michigan Department or their local police department. |
|Develop issue reports and make recommendations for the Chief Administrative Officer and Department Director’s review. |
|Consolidate data and assign reports for follow-up to Bureau Director’s or Region Engineers based on recommendations. |
|Maintain file copies of all correspondence including transcription, emails, reports and FOIA requests. |
|Create case review reports for Department Director, Chief Administrative Officer and Attorney General’s office as needed. |
| 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. |
|Determines appropriate means and methods for research and delivery of topics provided by Department Director. |
| 17. Describe the types of decisions that require the supervisor’s review. |
|Politically sensitive issues that would significantly impact resources or represents a change in strategic direction. |
| 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. |
|Occasional statewide travel with possible overnight stay. |
|Extensive use of computers. |
|Sitting for long periods of time. |
| 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.) |
|NAME |CLASS TITLE |NAME |CLASS TITLE |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| 20. 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? |
|This position is responsible for the management and coordination of special projects assigned by the Department Director; including, but not limited to, the |
|research and development of the Director's presentations and speeches. This position also coordinates the Director's involvement with external and internal |
|customers, including legislators, the Governor's Office, and other governmental agencies and industry partners. This position is responsible for researching |
|action items for the Director's management team meetings and leadership team meetings. Position also provides consultation on politically sensitive phone calls|
|and correspondence, including the Director's Fraud and Abuse Hotline. |
| 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? |
|The Director is responsible for the oversight and operations of all areas of MDOT. This position is responsible for the analytical functions that support the |
|management and coordination of special projects assigned by the Department Director. |
| 26. 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: |
|Departmental Analyst 9 |
|No specific type or amount is required. |
| |
|Departmental Analyst 10 |
|One year of professional experience. |
| |
|Departmental Analyst P11 |
|Two years of professional experience, including one year of experience equivalent to the intermediate (10) level in state service. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Ability to organize and coordinate the work of others. |
|Knowledge of the principles and practices of research and analysis. |
|Knowledge of the principles of administrative management, including budgeting techniques, office procedures, and reporting |
|Knowledge of the principles and methods of research, statistics, operational analysis, cost analysis, and finance of public and private programs. |
|Ability to analyze, synthesize, and evaluate a variety of data for use in program development and analysis. |
|Knowledge of the initiation, development, accomplishment, and evaluation of public programs or services. |
|Knowledge of the economic, social, political, and business conditions of the state. |
|CERTIFICATES, LICENSES, REGISTRATIONS: |
|Valid driver’s license |
|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 Signature Date |
|TO BE FILLED OUT BY APPOINTING AUTHORITY |
| Indicate 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 Signature Date |
|TO BE FILLED OUT BY EMPLOYEE |
| 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. |
| |
|Employee’s Signature Date |
NOTE: Make a copy of this form for your records.
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