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State of MichiganCivil Service CommissionPosition Code1.Capitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete the information 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/AgencyCIVIL SERVICE COMMISSION3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Human Resources Operations4. Civil Service Position Code Description10. DivisionHuman Resources Assistant 7, 8E, 9ADepartment of Corrections – Carson City Correctional Facility 5. Working Title (What the agency calls the position)11. SectionHuman Resources AssistantAdministration6. Name and Position Code Description of Direct Supervisor12. UnitKittle, Rosalinda, HR SpecialistHuman Resources7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkDirk DenBeste; State Administrative Manager - 110274 Boyer Road, Carson City, MI 48811 / Monday - Friday, 8 AM to 4:30 PM14. General Summary of Function/Purpose of PositionPerforms a variety of human resource management support activities. The work involves providing technical guidance to employees and/or supervisors and the general public regarding recruitment, selection, classification issues, labor relations, applicable fringe benefits and payroll. Also involves the explanation, limited interpretation and the application of Civil Service Rules, labor contracts and departmental rules, policies, agreements and procedures in the processing of human resource actions. The position also involves processing payroll. The level of responsibility will increase along with advancement in the class series as indicated below:Human Resources Assistant 7This is the intermediate level. The employee performs a range of human resources supportassignments in a developing capacity.Human Resources Assistant E8This is the experienced level. The employee performs a full range of human resources supportassignments and uses judgment in making decisions where alternatives are determined by establishedpolicies and proceduresHuman Resources Assistant 9This is the advanced level. The employee either functions as a lead worker overseeing the work ofothers or as a senior worker. Senior-level employees consistently perform complex assignmentsbeyond those expected at the experienced level which have been approved by Civil Service.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 1General Summary:Percentage:25Biweekly payroll processingIndividual tasks related to the duty:Responsible for completion of payroll in SIGMA for a specific caseload of employees on a bi-weekly basis.? Review and confirm accuracy of payroll for processing. ?Serve as back-up for other Human Resources Assistants.Ensure all supporting documentation, i.e., leave slips, overtime slips are submitted.Process time and attendance adjustments in SIGMA, ensuring all necessary supporting documentation is obtained prior to entry.Update employee schedules in automated Ultra Time system and in SIGMA default work schedules.Responsible for overnight processing in Ultra Time system.Assist in developing and providing training for supervisors and/or timekeepers in timekeeping processReview draft procedures regarding time and attendance and provide input.Provide employees and supervisors with payroll policy and/or contract changes.Maintain a filing system for all payroll and required documentation.Duty 2General Summary:Percentage:25Input update and/or retrieve information from Information Smart Office (ISO) system.Individual tasks related to the duty:Process new hires, recalls, promotions, transfers, probationary ratings, separations, layoffs and leaves of absence.Process Gross Pay Adjustments, Net Pay Adjustments, Step Increases, Re-classifications, Working out of Class and manual payments.Maintain employee time accrual plans.Ensure necessary documentation supporting actions is obtained prior to entry into ISO system.? Duty 3General Summary:Percentage:20Assist in Recruitment and Selection process.Individual tasks related to the duty:Provide employees, supervisors and the general public with information regarding Civil Service examinations and testing procedures, Civil Service applications, and the hiring/promotion process.Maintain job specification and examination manuals.Post job vacancies in NEOGOV system.Generate applicable transfer, interdepartmental transfer, recall and Civil Service applicant pool reports.Send interview request letters and schedule interviews.? Compile necessary documents for interview panel prior to scheduled interviews.Serve as interview panel member as required.? Prepare Selection and Appointment Packets as required.Request Law Enforcement Inquiry Network (LEIN) information.Schedule potential employees for fingerprinting process.Schedule pre-employment testing.Ensure notification to selected and non-selected candidates.Duty 4General Summary:Percentage:10Assist in Grievance and Disciplinary process.Individual tasks related to the duty:Maintain grievance and disciplinary information in Personnel Action Tracking System (PATS) as required.Process grievance settlements and disciplinary suspensions.Assign grievance and disciplinary numbers.Log in employee grievances and disciplines.? Compile information upon request for supervisors and employees.Duty 5General Summary:Percentage:10Perform and/or assist in other human resources related administrative support tasks.Individual tasks related to the duty:Provide training and assistance to staff in the use of the HRMN self-serve system.Conduct New Employee Orientation for all staff other than newly hired Corrections Officers as required.? Explain internal policies, procedures, Civil Service Rules and employee handbook.? Review all required documents for completeness prior to computer entry.Establish and maintain employee personnel, medical HIPAA and transaction files.? File documents in appropriate location.Review system-generated reports for implementation or audit purposes.? Ensure all corrections are processed as needed.Perform typing duties incidental to the work such as typing cards, labels, folders, envelopes, forms and short memoranda and reports.Prepare unemployment claim requests and Civil Service Audit requests, as required.Provide information as required to answer questions from employees and managers regarding personnel issues, policies and procedures, Civil Service Rules and Regulations and collective bargaining agreements.Answer incoming phone calls and either assist the caller, route to appropriate staff or take a message.Open, sort and distribute incoming inter-office and US mail.? Prepare outgoing pile statistics to ensure accurate year-end processing of MCO dry cleaning, sick leave, and physical fitness incentive bonuses as plete and post MIOSHA log annually as required.? Prepare special reports for Labor Department regarding MIOSHA log and agency accidents as pile information for Performance Audit review as required.Enter MCO transfer requests into computer program as required.Assist in yearly TB processing and entry into computer program and Respiratory Mask evaluations as required.Act as the contact person in the absence of the Human Resources Analyst and/or Human Resources Officer.Duty 6General Summary:Percentage:10Work with the facility's Human Resources Officer and/or Human Resources Analyst and the MDOC Disability Management Unit on Disability management functions.Individual tasks related to the duty:Ensures initial and follow-up contact is made by human resources staff to employees absent from work on extended leave.Works with Central Office Technical/Disability Unit to ensure staff are afforded rights under FMLA, accommodations, return to work, light duty, and worker’s compensation issues and coordinates processing of same.Monitors long term employee absences ensuring worker’s compensation, long term disability, FMLA and contractual entitlements are afforded to municates with various departments and outside sources in resolving employee disability management issues (i.e. Departments’ disability management coordinator, worker’s compensation specialists, rehabilitation consultants, etc.)Assist the Human Resources Officer and/or Human Resources Analyst in coordinating the Transitional Employment Program and preparing reports as required.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Prioritizing workflow to meet payroll, HRMN/ISO deadlines and other deadlines within allowable time frames.? If SIGMA deadlines are not met, employees' pay would be adversely affected.? HRMN/ISO entry deadlines must be met to ensure that accurate information appears in HRMN in a timely manner.17. Describe the types of decisions that require the supervisor's review. Any decisions that arise during the training period that would normally be independent for an advanced level employee.? Any decisions that are not specifically related or assigned to the position duties that may require a higher level of approval. ?Questions on policy or procedure that deviate from past practice.? When contract language is not specific and interpretation of CSC Rules and Regulations or Department policies and procedures require further clarification.? When an employee or supervisor disagrees with interpretation of contract language, CSC Rules and Regulations, Department policies and procedures.18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Sitting?????? 50%? ????????????Standing??? 15%Walking??? 10%????????????? Lifting??????? 10%Bending????? 5%????????????? Carrying?????? 5%Reaching??? 5%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.Additional Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):NComplete and sign service ratings.NAssign work.NProvide formal written counseling.NApprove work.NNApprove leave requests.Review work.NApprove time and attendance.NProvide guidance on work methods.NOrally reprimand.NTrain 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?Yes23. What are the essential functions of this position?This position is responsible for human resources management support activities.? The work involves application of CSC Rules and Regulations, collective bargaining unit agreements, Departmental policies and procedures, Departmental human resources policies and procedures for processing human resources transactions and using automated human resources computer payroll and personnel systems to complete work.? This position must accurately process payroll and transactions, clearly communicate both verbally and in writing, handle a high volume of telephone and walk-in inquiries from employees, supervisors and the general public.? The ability to comprehend and retain a wide range of technical information relating to the work area, to use computer and software programs as identified by the State of Michigan and the DOC, and the ability to multi-task is essential.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.Mot a[Not Applicable25. What is the function of the work area and how does this position fit into that function?The Human Resources Office is responsible for personnel operations for all union and non-union employees within the work area.? Responsibilities include:? processing payroll and designated HR transactions; in-service training; performance evaluations; recruitment, hiring and orientation of new employees; processing employee grievances; providing guidance to staff at all levels on Civil Service rules, state and federal employment law, departmental policies and labor contract provisions for all bargaining units; monitoring corrective action for discipline and performance problems; defending employment decisions in grievance appeals, arbitrations, lawsuits, unemployment hearing, civil rights complaints, worker’s compensation appeals, and discriminatory harassment complaints.? This position provides technical support primarily in the areas of payroll processing and staffing.26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Education typically acquired through completion of high school.EXPERIENCE:ExperienceHuman Resources Assistant 7Two years of administrative support experience, including one-year equivalent to the intermediate 6-level in state service.Human Resources Assistant E8Three years of administrative support experience, including one-year equivalent to the HumanResources Assistant 7 or Human Resources Customer Service Representative E8 in state service.Human Resources Assistant 9Four years of administrative support experience, including one-year equivalent to a Human ResourcesAssistant E8 or two years equivalent to a Human Resources Customer Service Representative E8 orone year as a Human Resources Customer Service Representative 9 in state service.CERTIFICATES, LICENSES, REGISTRATIONS:N/ANOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of 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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.I certify that the entries on these pages are accurate and complete.Appointing AuthorityDateI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.EmployeeDate ................
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