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State of MichiganCivil Service CommissionPosition Code1. SENEXDIRA36NCapitol 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/AgencyEDUCATION3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Superintendent's Office4. Civil Service Position Code Description10. DivisionSENIOR EXECUTIVE ASSISTANT DIR5. Working Title (What the agency calls the position)11. SectionChief of Staff6. Name and Position Code Description of Direct Supervisor12. UnitRICE, MICHAEL; SUPERINTENDENT OF PUBLIC INSTR7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkSTATE BOARD OF EDUCATION608 W. Allegan Street Lansing, MI 48909 / 8:00 a.m. - 5:00 p.m.14. General Summary of Function/Purpose of PositionThis position serves as the chief of staff to the superintendent of public instruction. Responsibilities include oversight of?the superintendent’s office, project coordination, and leadership of strategic initiatives and special projects (superintendent-initiated). Additional duties include coordinating of customer service and department reporting initiatives. This position serves as a member of the superintendent’s cabinet and works collaboratively with all department leaders to translate the superintendent’s vision and help?department leaders?remain focused on key priorities. This position?helps to strengthen?cross-office collaboration at all levels and participates in strategic discussions while maintaining confidentiality.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:50Oversight of the superintendent’s office Individual tasks related to the duty:Identify issues and concerns?in an effort to avoid minor issues becoming major issues. Review and make recommendations to the superintendent on meeting and speech requests. Prepare the superintendent for key meetings by working with the Senior Executive Management Assistant, the cabinet, and any other relevant staff through the development of background information and objectives for meetings. Attend meetings to capture major takeaways and work with superintendent and team to ensure follow-up. Monitor progress/achievement of objectives/next steps. Review and make recommendations on requests for superintendent decision/signature. Delegate appropriate requests and projects to deputies and office directors. Participate and represent the superintendent in deputy/Special Assistant?meetings. Work with Human Resources to ensure necessary staffing decisions are implemented. Maintain a policy focus on?making Michigan a top 10 education state. Work with the superintendent’s cabinet to ensure that department communications, both internal and external, align to strategic plan goals, including the need to reduce ethnic and socioeconomic achievement gaps.?Duty 2General Summary:Percentage:25Project CoordinationIndividual tasks related to the duty:Develop and maintain an inventory of critical projects in which the superintendent is especially interested and/or for which his awareness and involvement are essential. Work with the superintendent’s cabinet to align?actions and communications in support of agreed-upon goals. Work with all staff to ensure that the superintendent’s priorities are conveyed, that progress is being made in a timely manner, and that any demands on the superintendent’s schedule are understood. Be prepared to apprise the superintendent of project status and variations from the schedule or scope.Duty 3General Summary:Percentage:20Leadership of strategic initiatives or special projects. Coordinate customer service and department reporting initiatives.Individual tasks related to the duty:Track strategic initiatives by monitoring progress towards meeting goals and achieving benchmarks, ensuring follow-through on the part of key players, and sustaining momentum needed to drive these initiatives. Review action items decided upon at each strategic meeting. Prepare written summary, check with each attendee to get sign-off on agreed-upon dates of completion, and confirm the party responsible for following up on each action item. Between meetings, stay connected with members of the committee, collect data, and alert the Superintendent to progress or problems in carrying out the initiatives. Create and operate a reporting system that allows for a timely flow of necessary data into the superintendent’s office from all relevant direct reports. Scope, plan, and execute multiple, often quick-turnaround projects with minimal outside assistance. Work with appropriate stakeholders, including outside parties. Present findings to the superintendent, deputies, and state board of education, as appropriate. If necessary, oversee transfer of?projects to other stakeholders within the organization. or outside the organization.Duty 4General Summary:Percentage:5Other duties as assignedIndividual tasks related to the duty:Attend superintendent’s cabinet meetings Represent the superintendent at meetings, conferences,?and other scheduled activities as necessary. Interact with the governor’s office and the legislature and?respective staff as needed. Coordinate with the MDE state board executive on state board of education items and issues.?16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Methods to ensure organization of the superintendent’s office, project coordination, and leadership of strategic initiatives and special projects?are completed timely.??17. Describe the types of decisions that require the supervisor's review. Procedures, policy interpretation, or new initiatives that may have program implications for the state board of education, governor’s office, or the Michigan legislature. Highly sensitive and items of potential controversy.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.Standard office environment, at times the work is fast paced, sensitive, and political in nature.? Some travel may be required.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.NAMECLASS TITLENAMECLASS TITLE Additional Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):YComplete and sign service ratings.YAssign work.YProvide formal written counseling.YApprove work.YYApprove leave requests.Review work.YApprove time and attendance.YProvide guidance on work methods.YOrally reprimand.YTrain 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 serves as the chief of staff to the superintendent of public instruction. Responsibilities include oversight of?the superintendent’s office, project coordination, and leadership of strategic initiatives and special projects (superintendent-initiated). Additional duties include coordinating of customer service and department reporting initiatives. This position serves as a member of the superintendent’s cabinet and works collaboratively with all department leaders to translate the superintendent’s vision and help?department leaders?remain focused on key priorities. This position?helps to strengthen?cross-office collaboration at all levels and participates in strategic discussions while maintaining confidentiality.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.New position.25. What is the function of the work area and how does this position fit into that function?The superintendent's office is responsible for the overall administration and direction of the Department of Education.? This position will assist the Superintendent with overall administration and direction of the department.? This position also represents the superintendent of public instruction and his views.26. 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 is required.Possession of advanced education, particularly in the fields of education, public policy, public administration, or business administration, is appreciated.EXPERIENCE:Senior Executive Assistant (Deputy Director) 15, Senior Executive Assistant (Director) 16Two years of professional, P11-level experience or one year of professional 12-level experience as a senior-level worker, a manager, or a staff/program specialist (includes administrative assistant) or equivalent.?Experience in public education as a support staff member, teacher, building administrator, or central administrator is valued.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of education laws, rules, regulations, and policies.Ability to partner and collaborate with other state agencies, local and intermediate school districts, professional associations, institutions of higher education, business,?other community agencies, and the legislature.Ability to communicate effectively verbally and in writing and to deliver clear and effective presentations to groups.Ability to work effectively on teams in support of common objectives.Ability to identify problems and potential concerns, and to develop creative and innovative solutions.CERTIFICATES, LICENSES, REGISTRATIONS:NANOTE: 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.NAI 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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