CS-214 Position Description Form .us



|CS-214 | | Position Code |

|Rev 11/2013 | |GNOFASTEP34R |

| |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 |

| |Licensing and Regulatory Affairs |

| 3.Employee Identification Number |9. Bureau (Institution, Board, or Commission) |

| |Bureau of Fire Services |

| 4.Civil Service Position Code Description |10. Division |

|General Office Assistant-E 5-7 |Administration |

| 5.Working Title (What the agency calls the position) |11. Section |

|General Office Assistant | |

| 6.Name and Position Code Description of Direct Supervisor |12. Unit |

|Ann Searles, State Office Administrator 17 | |

| 7.Name and Position Code Description of Second Level Supervisor |13. Work Location (City and Address)/Hours of Work |

|Kevin Sehlmeyer, Senior Management Executive 19 |3101 Technology Blvd, Suite H, Lansing, MI 48910 |

| |8:00 AM to 5:00 PM; Monday through Friday |

| 14. General Summary of Function/Purpose of Position |

|This position is responsible for providing a variety of general office support assignments essential to the Plan Review Division and Fireworks program within |

|the Bureau of Fire Services. Duties include: data entry, processing incoming plan submittals and fireworks application documents, generating correspondence, |

|entering fees and processing refund requests, generating invoices and treasury debt referrals, filing and maintaining facility records. This position shall |

|also provide assistance to the bureau’s main reception desk. In this role, this position will serve as the first point of contact for the bureau and is |

|required to answer a multi-line telephone and provide general information to callers as well as screen and forward calls to appropriate staff. In a back-up |

|capacity, this position shall also provide assistance for making payments in SIGMA. |

| 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 45% |

|Provide assistance to the Plan Review Division. |

| |

|Individual tasks related to the duty. |

|Enter/update information in bureau databases, including plan submittals and fees. |

|Receive plans/specification submittals and related correspondence from the regulated community; review information for completeness and accuracy. Documents |

|may be submitted at various stages, which requires decisions to determine correlation with appropriate project. |

|Process refund requests and payments. |

|Generate correspondence to certified firms and qualified persons. |

|Answer inquiries from architects, engineers and other members of the regulated community regarding project submittals and procedures. |

|Interact with bureau staff concerning project submittals. |

|File and manage records system. |

|Perform related work as assigned. |

| |

|Duty 2 |

|General Summary of Duty 2 % of Time 30% |

|Provide assistance to the bureau’s reception desk. |

| |

|Individual tasks related to the duty. |

|First point of contact with the public, other state departments, legislators and the fire service; sign in guests and customers. |

|Answer multi-line telephone and provide general information to callers. |

|Screen and forward calls to appropriate staff or office in accordance with established policies and procedures; respond to general inquires. |

|Communicate professionally and effectively with other staff and customers. |

|Open and date stamp incoming mail; sort and distribute incoming mail to staff. |

|Sort, alphabetize and/or place documents in numerical order for filing, storage and processing. |

|Assist with NFIRS password resets. |

|Assist with records retention; organize, maintain and/or purge files and documents. |

|Reserve conference rooms for staff. |

|Operate standard office equipment. |

|Perform related work as assigned. |

| |

|Duty 3 |

|General Summary of Duty 3 % of Time 20% |

|Provide assistance to the Fireworks program. |

| |

|Individual tasks related to the duty. |

|Enter/update information in various databases and spreadsheets. |

|Assist with processing applications; determine appropriate fees, review sales tax information and ensure required documents have been submitted. |

|Issue certificates for approved applications; generate correspondence when additional documentation is needed. |

|Process fireworks citation payment validations; scan and save to appropriate file. |

|Generate and send fireworks invoices to citation recipients with outstanding fines; submit treasury debt referrals as needed. |

|Update citation files, database and logs with payment information. |

|Notify appropriate staff of payment received; notify staff of any citations paid in full for auction purposes. |

|Answer telephone inquiries and monitor the Fireworks telephone line. |

|Perform related work as assigned. |

| |

|Duty 4 |

|General Summary of Duty 4 % of Time 5 |

|Serve as a back-up for making payments through the SIGMA system. |

| |

|Individual tasks related to the duty. |

|Review and reconcile invoices submitted for payment. |

|Establish direct vouchers or requisitions in SIGMA for payments. |

|Scan and save payment records to appropriate file. |

|Enter, retrieve, update, verify and/or edit payment files. |

|Perform related work as assigned. |

| |

| 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. |

|Determine priority of work assignments according to bureau policies and procedures. |

|Enter/update information in databases and bureau records. |

|Determine appropriate materials for routine requests for information. |

| |

| 17. Describe the types of decisions that require the supervisor’s review. |

|Determination of resolution of conflicting information. |

|Decisions concerning bureau policy. |

|Issues outside of the prescribed procedures. |

| |

| 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. |

|Daily exposure to personal computer. |

|Operate standard office equipment. |

|Duties may require the employee to bend, reach, stoop or stand for extended 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? |

|To provide a variety of general office support assignments essential to bureau functions relating to plan review, fireworks, payments and reception area tasks.|

| |

| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |

|This position will be the backup for entering payments into the SIGMA system, as MAIN was eliminated. |

| |

| 25. What is the function of the work area and how does this position fit into that function? |

|This position is responsible for providing general office support to Administration (reception area and MAIN payments), the Plan Review Division and Fireworks |

|program. |

| |

| 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: |

|General Office Assistant 5: |

|No specific type or amount of experience is required. |

| |

|General Office Assistant 6: |

|One year of administrative support experience. |

| |

|General Office Assistant 7: |

|Two years of administrative support experience, including one year equivalent to the intermediate level. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Knowledge of general office practices, such as filing and record keeping. Ability to communicate effectively using correct English usage and grammar. Ability|

|to determine work priorities and to follow, apply, interpret and explain instructions, and meet schedules/deadlines of the work area. Ability to compare data |

|from a variety of sources for accuracy, completeness, grammar and format. |

| |

|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 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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