CS-214 Position Description Form



|CS-214 | | 1. Position Code |

|REV 8/2007 | |WRDPASTEF94R |

| |State of Michigan | |

| |Civil Service Commission | |

| |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 |

| |Licensing and Regulatory Affairs |

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

| |Liquor Control Commission |

| 4. Civil Service Classification of Position | 10. Division |

|Word Processing Assistant |Licensing |

| 5. Working Title of Position (What the agency titles the position) | 11. Section |

|Insurance/Renewal WPA |Data Control |

| 6. Name and Classification of Direct Supervisor | 12. Unit |

|Rexine Metts, Office Supervisor | |

| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |

|Timothy Andrews, Departmental Manager |525 W. Allegan Street; Lansing, MI 48933 |

| |8am-5pm Monday - Friday |

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

|Verify, process and record all insurance information to the online dram Shop program. Update online program for all transfers of license and changes in the |

|retail business, which affect the dram shop coverage. Process and file all dram shop related documents. Assist, on an as needed basis, with the review and |

|issuance of licenses in the Renewal Unit. During the renewal period, this position will assist in processing all active and escrowed renewal applications, |

|which involves checking each application for accuracy and printing and mailing active licenses. |

|For Civil Service Use Only |

| 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 30 |

|Process and record dram-shop documents |

|Individual tasks related to the duty. |

|Receive, handle and answer numerous telephone and written inquiries from the interested parties, including licensees, applicants, attorneys, local law |

|enforcement agencies and the general public regarding dram shop information. |

|Review the proof of financial responsibility against acceptable criteria, making sure an acceptable carrier and signed by correct agent. |

|Enter the proofs of Financial Responsibility to the online program. |

|Verify and enter the cancellation and/or reinstatement notices against information contained in the online program. |

|Return incorrect documents to the insurance carrier for correction. |

|Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the Bureau. |

|Process Notice of Licenses in Escrow and notify licensees, appropriate local law enforcement agencies, appropriate enforcement district office and ADA’s. When|

|acceptable documents are received, process and notify aforementioned persons of Notice of Release of License from Escrow. |

|Review licensee records to insure there are no discrepancies in the data. |

|Make corrections and/or refer to other personnel for correction. |

|Duty 2 |

|General Summary of Duty 2 % of Time 30 |

|Update the online program for all transfer and new licenses contained in the daily batch |

|Individual tasks related to the duty. |

|From completed batch files update the licensee’s record to reflect a transfer of ownership in the business or update program to reflect the change in the |

|business. |

|If a cancellation notice is pending on the current licensee, retrieve the cancellation paperwork and update same. |

|For the new licensees in the batch files, update the online program to reflect the new coverage now on file for the new licensee. |

|Duty 3 |

|General Summary of Duty 3 % of Time 25 |

|Verify renewal applications during the annual renewal period. Renewal includes active (17,000), escrow (2,000), and Manufacturers and Salespersons licenses |

|(12,000). |

|Individual tasks related to the duty. |

|Assist with the count of all incoming applications during the designated renewal time to determine number of applications received and to gage workflow to meet|

|deadline on a daily basis. |

|Review application and check for accuracy, signatures, fees, etc. to make sure application is ready for processing. |

|Applications with impediments to the issuance of the license are forwarded to the appropriate unit for further processing. |

|After issuance, the applications are sorted in numeric or file number order as needed and forwarded for scanning. |

|Duty 4 |

|General Summary of Duty 4 % of Time 15 |

|Perform duties and tasks within the Renewal Unit |

|Individual tasks related to the duty. |

|Receive, handle and answer numerous telephone and written inquiries from interested parties, including licensees, applicants, attorneys, local law enforcement |

|agencies and the General public regarding renewal questions and license issuance concerns. |

|Process and update dram shop documents. |

|Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the bureau. |

|Review and issue new licenses and permits from approved applications. |

|Duty 5 |

|General Summary of Duty 5 % of Time 10 |

|Other duties as assigned |

|Individual tasks related to the duty. |

|Other duties as they come up. |

|Duty 6 |

|General Summary of Duty 6 % of Time |

|Individual tasks related to the duty. |

| 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. |

|Independent judgment is exercised in the initial determination of whether the Proof of Financial Responsibility is acceptable based on statute. Numerous |

|telephone contacts and written communications are received which require the use of sound judgment and discretion in providing direction and guidance in the |

|proper application procedures to follow. The decisions made can affect this bureau, applicants, licensees, and the general public. |

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

|Interpretation of the Code, rules and requirements of the Commission |

| 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. |

|Work is performed in a standard office environment with computer and telephone usage. Ability to work under deadlines and pressure. |

| 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 |

| | | | |

| | | | |

| | | | |

| | | | |

| | | | |

| 20. My responsibility 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. |

| 21. I certify that the above answers are my own and are accurate and complete. |

| |

|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? |

|Yes |

| 23. What are the essential duties of this position? |

|As outlined in Duty 1,2,3, 4 & 5 |

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

| |

|This position will work in both the Insurance and Renewal Units. Updated PD due to vacancy. |

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

| |

|The Licensing Division, Insurance and Renewal Units, are responsible for issuance and renewal of all types of licenses relating to sale, importation, and |

|distribution of alcoholic beverages in the State of Michigan. The Renewal Unit compiles, maintains, and updates all licensing information for all liquor |

|licensees in the State of Michigan. This unit processes all files received from applicants requesting new licenses or changes to their existing licenses or |

|licensed premises; processes all daily batch work of licensing transactions, editing, and expanding information on the Oracle database; preparing all documents|

|and proper packets to be explained and released to licensees. In addition, this unit provides information relative to licenses over the telephone to other |

|state agencies, local and federal governmental agencies, law enforcement agencies, insurance companies, attorneys, licensees, applicants, and the general |

|public. The function of the Insurance Unit is to maintain records pertaining to compliance with the provisions of MCL 436.22 et. seq. which requires proof of |

|financial responsibility for all licensees; disseminates information, determine acceptability and compliance of submitted documents, processes same, and issues|

|periodic reports on its activities. |

| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. |

|EDUCATION: |

|Educational level typically acquired through completion of high school. |

|EXPERIENCE: |

|WPA 5 – No specific type or amount is required. |

|WPA 6 – One year of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to |

|enter/retrieve/update information is an essential part of the work. |

|WPA E7 – Two years of administrative support experience, including one year equivalent to a 6-level administrative support classification, where use of a |

|personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Accurate typing skills and the ability to communicate effectively, by phone, in writing, and in person. |

|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. |

| 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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