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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