CS-214 Position Description Form .us



CS-214Rev 11/2013Position CodeEXCSECEState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis 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 Vacant PositionDTMB-SBO3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Center for Educational Performance and Information4. Civil Service Position Code Description10.DivisionExecutive Secretary E10 Office of Analytics and Reporting5. Working Title (What the agency calls the position)11. SectionAdministrative Assistant6. Name and Position Code Description of Direct Supervisor12.UnitMichael P. McGroarty, State Division Administrator 177. Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkThomas Howell, State Bureau Administrator 18MLHC,702 W. Kalamazoo St., Lansing, MIMonday-Friday, 8 A.M. - 5 P.M.14.General Summary of Function/Purpose of PositionIn a highly confidential capacity, serve as Executive Secretary to the Division Director. Read and screen incoming correspondence and reports, as well as receive and screen incoming calls and visitors in order to handle some matters personally or make referrals, to determine priority matters for the Director, and to assist the Director in coordinating appropriate responses. Schedule appointments, meetings and conferences, make related arrangements; monitor and follow-up as necessary. Compose and prepare correspondence, forms, and presentation materials in final format, and perform other related activities as assigned.For the organization, office support activities include proofreading published documents, handling in-state and out-of-state travel arrangements, coordinating telecommunication, office equipment, and office supply needs, and other related activities.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 of Duty 1% of Time60In a highly confidential capacity, support the Director, Office of Analytics and Reporting in the performance of assigned duties.Individual tasks related to the duty.Serve as the liaison between the Director and others.Keep the Director apprised of urgent, sensitive and/or confidential matters.Assist in the coordination, monitoring, and facilitation of the Director’s calendar; plan and make arrangements for appointments, meetings, and conferences. Collect and organize related materials and handle in-state and out-of-state travel needs.Screen, organize, and prioritize incoming correspondence and reports, handle some matters personally or make appropriate referrals.Receives and screens incoming calls and visitors, determines priorities, provide information or make referrals as appropriate.Assist Director in drafting and finalizing letters, memorandums and other documents in a timely manner in response to incoming mail and calls. Proofread and edit all materials for Director’s signature.Operate computers to produce a variety of documents, charts, graphs, etc. in draft and final form.Establish and maintain various filing and records management systems.Duty 2General Summary of Duty 2% of Time30Serves as the liaison between CEPI bureau managers and staff in the performance of assigned duties.Individual tasks related to the duty.Proofread documents posted to bureau website, including application user guides, FAQ documents, etc.Proofread official correspondence, reports, forms, and special mailings. Support the bureau Correspondence Guidelines.Perform reception functions. Receive and screen visitors and calls and provide informational assistance or referrals as appropriate. Handle incoming mail, as well as outgoing services.Schedule meetings, conferences, and training. Handle in-state and out-of-state travel needs and other arrangements,Process employee timesheets in the SIGMA system.Handle office telecommunications, including teleconference and WebEx scheduling and training processes.Handle office equipment and machinery issues and maintenance.Maintain office supply inventory.Maintain various office filing and records management systems.Duty 3General Summary of Duty 3% of Time10Other duties as assigned.Individual tasks related to the duty.Miscellaneous duties as assigned.Duty 4General Summary of Duty 4% of TimeIndividual tasks related to the duty.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Independently respond to requests for information, develop and maintain office standards, and maintain final proofreading standards. Decisions impact the day-to-day functions of the Director as well as other bureau managers and staff members.17.Describe the types of decisions that require the supervisor’s review.The Director must approve any deviation from CEPI policy. Confidential or sensitive issues would also be brought to the attention of the Director.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.Standard office setting.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.)NAMECLASS TITLENAMECLASS TITLE20.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?Prepared by management.23.What are the essential functions of this position?To provide executive secretarial support to the State Division Administrator 17.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.This position description was last reviewed in April 2018. The duties and responsibilities have not changed.25.What is the function of the work area and how does this position fit into that function?The Center for Educational Performance and Information is responsible for being the single repository of preschool through postsecondary school data for the state of Michigan. It is authorized to coordinate, facilitate, expedite, and manage the collection, dissemination and reporting of educational data. CEPI objectives include:Conduct longitudinal analyses emanating from the core data sets.Direct and clarify student achievement, personnel, and finance collection efforts by other departments.Provide technical support and information to those conducting research on public education.Prepare reports that enable the creation of better policy.The position supports the implementation of the above goals by performing executive secretarial functions.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:Five years of office experience involving administrative support practices, including two years equivalent to advanced (8) level administrative support work, Secretary E8, or Legal Secretary E8; or, one year equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of departmental goals, policies, procedures, and organizational relationships.Excellent knowledge of the organization, punctuation and composition of business letters, reports, charts, etc, with ability to compose letters and memorandum. Knowledge and experience in the use of AP Style Guide preferred.Excellent knowledge of proper English usage, spelling, and punctuation.Strong knowledge of various software programs in Microsoft Office, including Outlook.Ability to effectively communicate.Ability to maintain confidentiality.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.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 AUTHORITYIndicate 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 SignatureDateTO BE FILLED OUT BY EMPLOYEEI 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 SignatureDateNOTE: Make a copy of this form for your records. ................
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