CS-214 Position Description Form



CS-214Rev 11/2013Position CodeGNOFASTEState 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/AgencyVacantEnvironmental Quality3.Employee Identification Number9.Bureau (Institution, Board, or Commission)4.Civil Service Position Code Description10.DivisionGeneral Office Assistant 5-E7Drinking Water and Municipal Assistance5.Working Title (What the agency calls the position)11.SectionRecords ProcessorCommunity Water Supply6.Name and Position Code Description of Direct Supervisor12.UnitKoren Carpenter, Environmental Manager 13 Technical Support7.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkKristen Philip, Environmental Manager 14 525 W Allegan, Lansing, MIMonday – Friday 8:00 a.m. to 5:00 p.m.14.General Summary of Function/Purpose of PositionThis position assists with receiving, routing, and processing incoming mail/email; recording and verifying payment of Operator Certification applications; file preparation and scanning as the Community Water Supply Section (CWSS) converts from paper files to electronic document management (EDM) systems; maintenance of EDM records for the Technical Support Unit (TSU) after conversion; responding to inquiries by providing information retrieved from electronic files; and providing general office support to the TSU. 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 Time40%Assist with processing drinking water operator training and certification exam applications and certification renewals. Assist with scanning and electronic filing of operator training and certification documents. Individual tasks related to the duty.Assist with processing of incoming operator exam applications and certification renewal applications (received via US Mail, FAX, and email): verify receipt of payment; request payment refunds as needed; record application receipt, and update appropriate tracking systems, as needed; forward applications to staff for technical review. Prepare, scan, and electronically file applications, renewals, and other OTC documents.Select and use the appropriate filing protocols/formats for records being filed.Assist with copying documents in support of OTC activities (exam and training materials, Board meeting materials, etc.), as needed.Respond to drinking water operators requesting status on applications receipt and/or payment, or those requesting address updates.Duty 2General Summary of Duty 2% of Time40%Review, sort, and distribute incoming CWSS/TSU email. Assist with scanning and electronic filing of CWSS/TSU program documents. Individual tasks related to the duty.Review emailed reports, including laboratory sample results and operational data for public water supplies, received in TSU central email box and route to appropriate technical staff in a timely fashion.Assist with conversion from paper files to an electronic document management system by preparing paper files for scanning.Prepare, scan, and file water supply documents into the program’s document management system on an ongoing basis. Select and use the appropriate filing protocols/formats for records being filed.Enter, retrieve, update, and correct records as needed.Maintain electronic document systems by monitoring and responding to diagnostic messages.Develop familiarity with relevant record retention schedules.Duty 4General Summary of Duty 4% of Time20 %Provide general office support to the Technical Support Unit. Individual tasks related to the duty.Assist Unit staff with mass mailings.Assist OTC staff with preparation of exam and training materials.Create, update, and utilize manuals and other EDM reference materials.Perform data entry in support of Unit activities.Assist staff with use of electronic document management systems.Attend meetings, training, etc. to maintain skills.Perform other duties as assigned.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Determine which staff should receive incoming documents. Determine which documents qualify as records for scanning and where/how records should be stored. Determine if payment has been received, when applicable. These decisions impact program staff, certified operators, and regulated public water supplies.17.Describe the types of decisions that require the supervisor’s review.When a new task or assignment is beyond the current scope of this position; decisions regarding changes in document processing procedures; if policies or procedures are unclear; controversial issues.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.This position functions in an office environment; minimal physical activity includes prolonged sitting at a desk, working at a computer for long periods, talking on the phone, and filing; limited transporting of records boxes (normally less than 50 lbs.). 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?Yes23.What are the essential functions of this position?Processing incoming documents; confirming payments and processing refunds; updating data tracking systems; and routing incoming documents to appropriate program staff for technical review/action. Performing file preparation and scanning services as program converts from paper filing to EDM; ongoing filing and maintenance of records in EDM once converted. Deliver excellent customer service to the public and other DEQ staff in a manner that maintains a high level of customer satisfaction.The position requires knowledge of computers and computer software including Microsoft Word, Outlook, Excel, Access, PowerPoint, HP Records Manager, Adobe Acrobat Pro, DCDS, and other software as needed. Other essential duties are good communication and organizational skills; an ability to work well with others; and maintaining a calm, professional demeanor at all times. To be successful in this position, the following competencies have been identified as being essential:Initiating Action, Integrity/Honesty, Managing Work, Quality Orientation, Job Knowledge.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 function of the Public Drinking Water Program is to carry out the responsibilities of a comprehensive program of supervision and control over public water supplies mandated by the Michigan Safe Drinking Water Act, 1976 PA 399 and Administrative Rules, as amended (Act 399). This position helps process, record, and file documents submitted by regulated water supplies and certified drinking water operators. 26.What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION:High School Diploma or GED CertificateEXPERIENCE:No specific type or amount of experience is required.GOA 5 – no specific type or amount required.GOA 6 – one year administrative support experience.GOA E7 – two years administrative support experience, including one year equivalent to the intermediate levelKNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of general office practices.Knowledge of general record keeping and filing.Knowledge of various computer software applications, including Microsoft Office.Ability to utilize a keyboard effectively and efficiently (30 words per minute). Ability to alphabetize, numerically rank, sort, and batch documents.Ability to follow, apply, interpret, and explain instructions and/or guidelines.Ability to determine work priorities and handle multiple assignments. Ability to meet schedules and deadlines of the work area.CERTIFICATES, LICENSES, REGISTRATIONS:NoneNOTE: 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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