Position Description Template .us
|CS-214T |1. Position Number |
|12-97 | |
State of Michigan
Department of Civil Service
Bureau of Human Resource Services
Position Description
| |
|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 signs and dates 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 FILL OUT |
|THIS PAGE. |
| 2. Name of Incumbent (Last, First, M.I.) | 8. Department/Agency |
| |Department of State Police |
| 3. Employee ID Number | 9. Bureau (Institution, Board, or Commission) |
| |Administrative Services Bureau |
| 4. Civil Service Classification of Position | 10. Division |
|Departmental Analyst 9-P11 |Criminal Justice Information Center |
| 5. Working Title of Position (What the Agency Titles the Position) | 11. Section |
|Analyst | |
| |Statewide Records Management |
| 6. Name and Classification of Immediate Supervisor | 12. Unit |
|Monica Jenkins, Departmental Manager 14 |Michigan Incident Crime Reporting Unit |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|Robert Phelps, Departmental Manager 15 |7150 Harris Drive |
| |Dimondale, MI 48821 8:00 am – 5:00 pm |
| 14. General Summary of Function/Purpose of Position |
|This position collects, analysis, and evaluates crime data received from local law enforcement (LE) agencies under P.A. 319 of 1968, as amended. This position |
|shares the responsibility for the Michigan Incident Crime Reporting (MICR) test data system and monitors the six Most in Population LE agencies (Ann Arbor, |
|Detroit, Grand Rapids, Lansing, Sterling Heights and Warren) for reporting, analyzing, and quality of data submitted, being especially vigilant regarding |
|reported homicides. Position acts as a contact for vendors, consultants, and LE agencies to meet certification requirements toward live data submissions to the|
|state MICR repository. Position acts as a liaison to the Department of Technology, Management & Budget (DTMB) when data integrity problems are discovered. |
|This position ensures the integrity of the MICR system by analyzing source data, testing of programs, and provides error resolution to the state or federal |
|Uniform Crime Reporting (UCR) programs. This position analyzes data submitted to the Federal Bureau of Investigations (FBI) and for inclusion into multiple |
|annual crime statistics publications. This position is also responsible for auditing LE agencies both internally and externally to ensure data received is |
|equivalent to the case file retained at the LE agency level. |
|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 duties in order of importance, from most important to least important. |
|Duty 1 |
|General Summary of Duty 1 25% of Time |
|This position ensures that Michigan’s Most In Population LE agencies’ incident data submitted is timely, accurate, complete, and comprehensive. Analyze the |
|MICR system (output) data to ensure it meets federal and state guidelines as they pertain to the MICR program. Monitor and track data counts in conjunction |
|with FBI reported data. Monitor and track homicide data counts to ensure duplicate reporting is eliminated. Assist the police departments in modification of |
|data, and the interpretation of guidelines, policies, and procedures. Prepares supporting instructions/documentation as needed. |
|Individual tasks related to the duty. |
|As LE agencies upgrade their systems, monitor, analyze, and evaluate their crime data submitted to MICR prior to processing via File Transfer Service (FTS). |
|Analyze output reports and data submissions to determine the quality and completeness of data. Must have extensive knowledge of MICR specifications and the |
|defaults in the database to interpret if data is accurate and complete. |
|Evaluate processing problems and determine the cause of errors. If processing errors occur, recommended course of action to resolve problem by working with |
|DTMB information technology personnel. |
|Responsible for supporting instructions of program and for meeting deadlines within the Federal guidelines. Analyzes and verifies data as requested by the FBI.|
|Work with IT staff when missing incident numbers are discovered through MICR report 11. Contact LE representatives to correct inaccurate information. |
|Determine course of action for missing incidents or when data extraction problems occur with agency representatives. |
|Evaluate any reporting problems and recommend solutions. |
|Generate reports as requested by agency or to further identify reporting problems. |
|Provide advisory documents or procedures for the department to ensure all program modifications are received and understood. |
|Test all program modifications and incidents associated prior to database submissions on an as needed basis. |
|Determine agency training needs. |
|Verify assigned LE agencies and FBI homicide counts for year-end. Ensure all homicides are marked as completed. Track and monitor homicide incidents to |
|determine if there are duplicate reports. Send database reports to LE agency for reconciliation between the LE agency and FBI. |
|Verify local/state/FBI index counts for six months preliminary and year-end publications. Ensure all index and non-index summary crimes are accurate. Track |
|and monitor incidents to determine if final edits or are incomplete reports are pending. |
|Meet with agency officials when needed to determine course of action when changes in personnel occur. |
|Duty 2 |
|General Summary of Duty 2 20% of Time |
|Analyze and interpret incoming crime data from identified LE agencies to ensure it meets state and federal guidelines. Predict patterns and trends concerning |
|crime information to be used by state and federal agencies. Be involved in prioritizing workload to meet mandated state and federal deadlines. |
|Individual tasks related to the duty. |
|Monitor, analyze and evaluate incoming crime data from assigned law enforcement agencies for completeness and accuracy according to data submission and edit |
|requirements. |
|Verify questionable data with law enforcement representatives then compile reports to ensure that quality control measures are being met. |
|Analyze and interpret crime data as mandated by federal guidelines and directives. This includes creating reports, contacting agencies and preparing |
|correspondence. |
|Responsible for supporting documentation when assigned to monitor a specific agency. Will follow-up with agencies when the FBI has identified problems and for |
|meeting deadlines within the federal guidelines. |
|Create and analyze reports on crime data and agency delinquency. Prepare correspondence to agencies advising of data corrections or submissions required. |
|Serve as support to law enforcement officers regarding interpretation of rules, policies, and state regulations. |
|Assist the Michigan State Police technician to coordinate and correct errors within the Automated Incident Capture System (AICS) and e-AICS. |
| |
|Duty 3 |
|General Summary of Duty 3 30% of Time |
|Serve as contact for LE agencies, assigned vendors, and consultants during the development or modification of an incident crime reporting system. Review vendor|
|program documentation and specifications, review extracted files from program submissions, test for compliance on the MICR test database. Once certification |
|has been reached, MICR program approval to the LE agency will be provided identifying vendor compliance to MICR program submission specifications. Makes |
|recommendations and provides documentation for improvements to the vendor's software programs based upon state and federal requirements. |
|Individual tasks related to the duty. |
|Develop criteria/guidelines and provide documentation necessary for vendor performance such as handbooks, specifications, and error listings. |
|Design and implement methods for new program review, evaluation, and cost analysis for MICR implementation. |
|Serve as technical and business process liaison to State hired vendor programmers regarding compliance to the MICR program. |
|Analyze new legislation as it impacts the existing vendor programs; determine update requirements for product changes by the vendors. |
|Represent the division at vendor meetings making presentations on subject matter as requested |
|Test data for State hired vendor work products for accuracy and completeness as it affects crime reporting prior to customer distribution. |
|Correct and maintain incident-based program data from various vendors to meet program reporting and evaluation requirements as they pertain to Michigan State |
|Police. |
|As a quality review, test data submissions from all LE vendors when new upgrades or database changes occur. |
|Advise manager on compliance status of vendor programs and provide notice of compliance to agency when program guidelines are achieved. |
|Duty 4 |
|General Summary of Duty 4 15% of Time |
|Assist in the comprehensive audit program patterned after the FBI review for LE agencies. Provide a second review of audits conducted in the field by other |
|section analysts to ensure compliance with program standards and requirements when required by manager. Conduct internal audit review of assigned agency error |
|resubmissions as required or as requested by management. |
|Individual tasks related to the duty. |
|Work with the FBI’s Crime Statistics Management Unit, the Quality Assurance Team and section to update and improve the state audit programs patterned after |
|federal audits for review of MICR data quality. |
|Upon manager’s request conduct a second review of incident documents from site audits. Document audit findings that conflict with initial on-site audit and |
|report to manager. |
|Contact selected LE agencies when questions arise upon review of case reports and if necessary contact FBI trainer or audit personnel for clarification of |
|federal scoring of incident. |
|Initiate and focus on ways to improve data capture through monitoring of data, addition of edits, training, and coordination of vendor/state/law enforcement |
|agency meetings. |
|Develop and produce statistical reports for better analysis. Assist in identifying agencies that could be audited each year. |
|Work with section manager to prepare final report to the FBI concerning agencies audited. |
|Conduct internal audit review of agencies assigned by manager to determine percent of errors initially rejected by MICR that are now corrected. |
|Assist with set up of schedule, letters, and other documents required for on-site audit visits. |
|Assist with documents needed for complying with FBI mail-in audits. |
|Duty 5 |
|General Summary of Duty 5 5 % of Time |
|Conduct testing for MICR project changes or updates. Document results and assist with programming resolution. |
|Individual tasks related to the duty. |
|Assist with testing all phases of MICR Enhancement Projects including development and running of test cases on new functionality, while documenting results. |
|Conduct second-pass testing of MICR program bugs that have been identified by MICR staff and corrected by DTMB staff. |
|Determine which various MICR data reports must be generated to verify information being questioned. Compare data entry test records to record counts on reports|
|to ensure integrity of the system. |
|Develop Crystal Reports software reports to pull data directly from the MICR Oracle repository to verify record counts and data entry. |
|Keep track of pass/failure documentation for both test and production servers. |
|Notify project manager of testing results. |
|Contact agencies when necessary involvement is required to verify system, access, integrity, rights, and functionality. |
|Attend project and IT Meetings are requested by manager. |
|Duty 6 |
|General Summary of Duty 6 5% of Time |
|Other tasks as assigned by the manager or division administrators. |
|Individual tasks related to the duty. |
|Provide training to law enforcement agencies and cross-training of other section employees. |
|Review and assist in correcting year-end publications. Utilize data trending and compare previous year’s data to current year. |
|Assist with testing of all phases in the MICR re-write including develop and run test cases on data conversion and document results. |
|Attend Quality Reviews with Michigan LE agencies conducted by the FBI |
|Research, analyze and assemble data for various reports utilizing state and national databases as requested. |
|Compile and review accuracy and consistency of data necessary to implement new legislation. |
|Participate in division/department meetings and committees as requested by the manager. |
|Other duties as assigned. |
|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 are made after analyzing issues which can involve conflicting information, to bring resolutions to contributor problems, correction of erroneous data |
|and resolution to programming problems. Deciding a course of action requires extensive knowledge of system programs, computer edits, procedures, and state and |
|federal regulations and guidelines. Determinations resulting in errors may cause a delay or loss of data. |
|17. Describe the types of decisions that require your supervisor’s review. |
|Decisions resulting in extension of required deadlines or compliance with state and federal programs, budgetary issues or deviations from established program |
|polices and procedures. Decisions that could impact LE crime counts. |
|18. What kind of physical effort do you use to perform your job? What environmental conditions are you physically exposed to on your job? Indicate the amount |
|of time and intensity of each condition. Refer to instructions on page 2. |
|Physical Activities: Sitting, bending, carrying, reaching, crouching, climbing and lifting. |
|Conditional/Hazards: Long intervals at the PC |
|19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, ongoing basis. (If more than |
|ten, 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 sick and annual leave requests. Review work. |
|Sign time and attendance report. 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 filled out by immediate supervisor |
| |
|22. Do you agree with the responses from the employee for Items 1 through 18? If not, which items do you disagree with and why? |
|Yes |
|23. What are the essential duties of this position? |
|Ensures the integrity and timely reporting of MICR for both the state and federal government. Serve as liaison to law enforcement agencies, the DTMB, and the |
|FBI regarding the incident-based reporting system. Serve as a MICR resource for state certification requirements for agencies and vendors. Assist in |
|conducting audits of agency incidents to ensure compliance with program standards and requirements. Actively participate in project changes by attending |
|meetings and conducting testing for system integrity and functionality. |
|24. Indicate specifically how the job’s duties and responsibilities have changed since the position was last reviewed. |
|No Changes |
|25. What is the function of the work area and how does this position fit into that function? |
|The Uniform Crime Reporting program exists for the statutorily required crime data collection. Section maintains this criminal data from all LE agencies in |
|Michigan and for the FBI. This position maintains, processes, and provides quality review of data submitted. The work area compiles statistical data for |
|release to the LE community, federal and state governmental agencies, Michigan’s governor, news media, other state agencies, and the general public. Michigan’s|
|data is also released at the national level by the FBI. |
|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: |
|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 communicate and deal effectively with law enforcement agencies both verbally and in writing. Skilled in the structure, organization, and |
|prioritization of data processing and ability to organize workload with varying timelines and assignments in order to meet specified reporting deadlines. Basic|
|knowledge of the concepts and operating principles of data processing hardware and software. Ability to analyze problems for resolution. |
| CERTIFICATES, LICENSES, REGISTRATIONS: |
|SPR: The employee must not have a criminal history on record in Michigan or any other state. |
|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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