CS-214 Position Description Form .us
|CS-214 | | 1. Position Code |
|REV 1/2006 | | |
| |State of Michigan | |
| |Department of Civil Service | |
| |Capitol Commons Center, P.O. Box 30002 | |
| |Lansing, MI 48909 | |
|Federal privacy laws and/or state confidentiality |POSITION DESCRIPTION | |
|requirements protect a portion of this information. | | |
|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’ sign and date 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 COMPLETE |
|THIS PAGE. |
| 2. Employee’s Name (Last, First, M.I.) | 8. Department/Agency |
| |MICHIGAN DEPARTMENT OF EDUCATION (MDE) |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |OFFICE OF GREAT START (OGS) |
| 4. Civil Service Classification of Position | 10. Division |
|DEPARTMENTAL MANAGER 14 |Child Development and Care (CDC) |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|CDC Program Policy Manager |Program Administration and Customer Service (PACS) |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
|Christie Eagan |Program Policy Unit |
|State Administrative Manager 15 | |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|LISA BREWER-WALRAVEN |608 W. Allegan St. |
|STATE OFFICE ADMINISTRATOR 17 |Lansing, MI 48933 |
| |8:00 a.m. – 5:00 p.m. |
| 14. General Summary of Function/Purpose of Position |
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|This position serves as the first-line manager of professional positions in a complex work area to plan, implement, continuously improve and maintain |
|Michigan’s compliance with the Child Care and Development Block Grant federal funding. This includes planning, reporting, and staff management. The CDC policy|
|unit is responsible for establishing, maintaining and improving policies governing the State of Michigan Child Development and Care program. Position assigns, |
|directs, analyzes and evaluates the day to day work and performance of staff, including ongoing training and development. The position provides consultation |
|and policy support across MDE, as well as partners and all other state agencies. While performing these duties, the position is also responsible for promoting |
|and maintaining an environment conducive to continues quality improvement and for encouraging ideas, input, respect and teamwork. |
|For Civil Service Use Only |
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|15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. List your duties in the |
|order of importance, 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 45 |
|Oversee and direct the day-to-day activities of the CDC Program Policy Unit, including performance management of assigned employees. |
|Individual tasks related to the duty. |
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|Assign, approve and review the work of direct subordinate staff members. |
|Provide guidance and direction to assigned staff in the CDC Program Policy Unit. |
|Approve leave requests and time off for staff. |
|Conduct staff meetings and ensure staff are aware of overall CDC goals and objectives, including how they relate to individual work. |
|Manage and oversee the development cycle for enhancements of CDC policy. |
|Oversees expertise and technical assistance to MDE program offices and outside agencies related to the use of CDC program policy. |
|Troubleshoot all cross department, partner, and customer related CDC policy issues. |
|Provide technical expertise on items related to the best utilization of CDC policy. |
|Triage (investigate) high risk issues reported to policy prior to submitting to MDHHS-Bridges Resource Center or CDC Technology. |
|Work with staff to develop their performance goals and objectives. |
|Oversee CDC client and provider disqualification determinations. |
|Review exception request Policy Decisions for submission to the CDC Director for final approval. |
|Duty 2 |
|General Summary of Duty 2 % of Time 40 |
|As a member of the Child Development and Care Leadership Team, this position is responsible for the development, implementation and management of all CDC |
|policy related functions. |
|Individual tasks related to the duty. |
|Coordinate CDC policy across policy areas within the Michigan Department of Health and Human Services (MDHHS) and other partners, such as Licensing and |
|Regulatory Affairs (LARA) or the Early Childhood Investment Corporation (ECIC). |
|Manage the departmental analysts responsible for CDC administrative support, program policy and criminal history. |
|Ensure the maintenance of the criminal history crime code list used for the enrollment of all license exempt child care providers eligible to received subsidy.|
|Manage coordination of comprehensive criminal background checks implemented in 2018 (including fingerprinting), in collaboration with LARA, as part of new |
|federal regulations. |
|Oversee various interdepartmental and cross departmental information sharing and decision-making meetings related to CCDF rules and regulations. |
|Participate in the Office of Child Development and Care leadership team meetings and contribute to project planning, budget planning and strategic planning. |
|Assemble, organize, and facilitate workgroups related to CDC policy development and implementation. |
|Manage the CDC Handbook and website maintenance. |
|Collaborate with technology professionals to manage and implement policy, ensuring there is technology support for eligibility determinations and issue |
|tracking and that these requests are implemented correctly. |
|Serves as the expert to review and interpret complex federal regulations governing the Child Development and Care program. |
|Determines data trends and evaluate policy needs based on findings in order to make recommendations to the CDC director. |
|Represent the CDC Program during audits and defend department policy and interpretation. |
|Organize and lead work groups relating to CDC program policy. |
|Assist with the determination of the financial impact of state-wide program policy changes. |
|Maintain a current knowledge of CDC policies/procedures in order to train and share information with other CDC staff. |
|Actively participate and communicate with partners to share enrollment results, reports, analysis and recommendations for improvement. |
|Prepare presentations and conduct training relating to CDC policies and procedures for internal and external partners. |
|Consult with federal Office of Child Care staff and TA partners to ensure Michigan is appropriately designing and implementing the federal requirements/meeting|
|reporting requirements. |
|Manage the required health and safety monitoring of license exempt child care providers implemented in 2018 and required under CCDF rule changes, including |
|contractor reporting and data entry, issue escalation and resolution, and fielding escalated questions from contractor, coaches, providers, and parents. |
|Maintain health and safety monitoring procedures for MDE CDC and the health and safety contractor and coaches. |
|Audit and reconcile contractor reporting and MDE CDC staff data entry and tracking. |
|Participate in ongoing health and safety training requirements implementation, creation, and maintenance being implemented in 2020 as required by CCDF rule |
|changes. |
|Duty 3 |
|General Summary of Duty 3 % of Time 10 |
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|Coordinate processes and procedures for completing, updating and maintaining policy related CCDF federal reports. |
|Individual tasks related to the duty. |
|Guide and assist with the development of the CCDF State Plan regarding alignment with CCDF federal rules and guidance. |
|Develop, review, and edit cross agency and interagency information gathered. This is completed and submitted to the federal Office of Child Care on a |
|tri-annual basis. |
|Oversee the monitoring of ongoing modifications as policies and procedures change, relating to the CCDF State Plan reported regarding alignment with CCDF |
|rules. |
|Develop and gather interagency and cross agency rebuttals and corrections of CCDF State Plan citations and corrective action plans after initial tri-annual |
|submission or amendment submission. |
|Present all CCDF State Plan gathered information and propose details of how to present to the CDC director. Work with CDC Director to finalize before |
|electronic submission. |
|Attend federal meetings and webinars to gather and convey CCDF information. |
|Complete surveys of Michigan CDC policies received from federal technical assistance partners, such as the Urban Institute and National Women’s Law Center, and|
|other states for CDC Director. |
|Work directly with technical assistance partners and states to respond to surveys of Michigan’s CCDF rule implementation. |
|Duty 4 |
|General Summary of Duty 4 % of Time 5 |
|Special projects/assignments and other duties as assigned. |
|Individual tasks related to the duty. |
|Represents the Department Leadership with special projects and assignments as necessary. |
|Perform any other additional duties 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. |
|The Program Policy manager will be responsible to manage the policy area workload to ensure CDC policy aligns with federal CDC compliance requirements. |
|The decisions impact technology systems, other departments, and CDC partners. |
|Assess the accuracy and thoroughness of work completed by staff and provide direct feedback. |
|Determine the training needs of individuals and the unit and provide opportunity to complete such training. |
|Managers allocations of staff time to outside projects. |
|17. Describe the types of decisions that require your supervisor’s review. |
|Decisions that have a high-risk effect on the CDC program. |
|Director sign-off on final policy changes. |
|Any matters having no clear policy directive should be brought to the attention of the manager for review, interpretation or guidelines. |
|The final release of major reports. |
|The reporting on information that may be politically sensitive. |
| 18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the |
|amount of time and intensity of each activity and condition. Refer to instructions on page 2. |
|Standard office environment. |
|Use of a computer. |
|Travel may be required. |
| 19. List the names and classification titles of classified employees whom you immediately supervise or oversee 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 |
|Maria Ackerson |Departmental Analyst 11 | | |
|Trina Coolman |Departmental Analyst 11 | | |
|Martha Vogel |Departmental Analyst 12 | | |
| | | | |
| | | | |
| 20. My responsibility for the above-listed employees includes the following (check as many as apply): |
|X Complete and sign service ratings. X Assign work. |
|X Provide formal written counseling. X Approve work. |
|X Approve leave requests. X Review work. |
|X Approve time and attendance. X Provide guidance on work methods. |
|X Orally reprimand. X Train employees in the work. |
| 21. I certify that the above answers are my own and are accurate and complete. |
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|Signature Date |
NOTE: Make a copy of this form for your records.
|TO BE COMPLETED BY DIRECT SUPERVISOR |
|22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? |
| 23. What are the essential duties of this position? |
|This position serves as the first-line manager of professional positions in a complex work area to plan, implement, continuously improve and maintain |
|Michigan’s compliance with the Child Care and Development Block Grant funding. This position also assists with the planning design, development and overall |
|implementation of CDC program policy and interagency partnerships to support the program. Position supervises the staff in the CDC Program Policy Unit. |
|Position assigns, directs, analyzes and evaluates the staffs’ day to day work and performance, including ongoing training. This position provides leadership |
|to the unit and works across CDC areas to best meet the need of both internal and external customers. Position also assists the State Administrative Manager |
|of the Program Administration and Customer Service Section and the Director of the Child Development and Care (CDC) program in day to day office activities. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|Added the supervision of CDC provider criminal history processes. |
|Policy responsibilities have expanded significantly due to overhaul and implementation of new federal policy (reauthorization) and implementation of emergency |
|assistance policy. |
| What is the function of the work area and how does this position fit into that function? |
|The function of this work will oversee the management of CDC program policy to ensure State of Michigan compliance with CCDBG funding requirements. Functions |
|include policy research, advising, and writing oversite, technology needs are aligned with policy, ensure policy training resources and tools are in place, |
|leadership and direction of CDC criminal history checks ensuring health and safety requirements, and oversite of state plan activities. This position works |
|collaboratively with external partners (MDHHS, LARA, ECIC) to problem solve and create processes and policies to meet the needs of our customer while |
|maintaining compliance with state and federal regulations. |
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| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position? |
|EDUCATION: |
|Bachelor’s degree |
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|EXPERIENCE: |
|Three years of professional business and administrative experience including two years equivalent to the experienced P-11 level, or |
|One year of professional business and administrative experience equivalent to the advanced or specialist 12 level, or |
|One year of professional managerial or specialist experience in any field of work equivalent to the 13 level or above |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|CDC policy touches all aspects of the CDC program so a thorough understanding of the entire scope of the program is required. This would include all parent and|
|provider eligibility process, billing and payment processes, criminal background responsibilities, technology requirements, and partner relationships. |
|Ability to exercise independent judgement, make decisions, and take necessary action. |
|Knowledge of state and federal laws and legislative processes relate the work. |
|Ability to instruct, direct, and evaluate employees. |
|Knowledge of training and supervisory techniques. |
|Experience working with DHHS program offices desirable. |
|Experience organizing and leading cross-departmental projects. |
|Results-orientated, self-motivated, and able to work independently. |
|Ability to set priorities and assign work to others. |
|Ability to travel |
|Ability to communicate effectively orally and in writing |
|Knowledge of labor relations, employment policies, affirmative action and equal opportunity policies and procedures |
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|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. |
| 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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