CS-214 Position Description Form



CS-214REV 8/20071.Position CodeState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909Federal privacy laws and/or state confidentiality requirements protect a portion of this information.POSITION DESCRIPTIONThis 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.)Vacant8.Department/AgencyDepartment of Natural Resources3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Administrative4.Civil Service Classification of PositionState Administrative Manager 110.DivisionFinance and Operations5.Working Title of Position (What the agency titles the position)Facilities Manager11.SectionFacilities, Operations, and Support6.Name and Classification of Direct SupervisorSharon M. Schafer, State Bureau Administrator 1812.Unit7.Name and Classification of Next Higher Level SupervisorMark Hoffman, Senior Deputy 2013.Work Location (City and Address)/Hours of WorkLansing, M-F, 8:00 a.m. to 5:00 p.m.14.General Summary of Function/Purpose of PoState Administrative Facilities Manager will oversee and manage the Facilities, Operations, and Support Section (FOS) within the Finance and Operations Division (FOD). This position will supervise four administrative managers including approving leave, providing performance objectives and evaluations, discipline, guidance, career planning, etc. This position will provide direction in managing facilities, both state owned and leased, in a safe and efficient manner, develop capital improvement schedules for the facilities, ensure the facilities database is up to date, manage construction projects with the assistance of DTMB Design and Construction, and collaborate with the divisions to provide sufficient clerical support at specified locations. Participate in FOD management team meetings and FOS manager meetings. This position will be responsible for managing the budget for the FOS section including work station charges and capital improvements and will oversee all facility requests for the DNR located in Constitution Hall. This person will be the Department’s lead on managing assets including facility and equipment. This position is responsible for leading and coordinating the implementation and usage of the Department-wide asset management system. This position will also supervise the two DNR mailroom staff and serve as the Department’s American with Disabilities Act (ADA) coordinator.For Civil Service Use Only15.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 1General Summary of Duty 1% of Time25Oversee the management of facilities - Work with the area managers to ensure facilities are maintained in a safe and efficient manner for staff and the public. Develop long range capital improvement plans for facilities. Assist in the review of the department’s facilities to maximize locations for the staff and public. Individual tasks related to the duty.Oversee major (new roof, septic field, etc.) and minor (repair electrical or plumbing fixtures) repairs and improvements for facilities in compliance with departmental procurement policies and procedures. Provide guidance to area managers in preparing specifications bidding documents, and field requisitions for and serve as contract administrator to contractual services used in the upkeep, renovation, repair, and maintenance of facilities and grounds (snowplowing, janitorial and landscaping services). Assist in Department facilities management and planning. This includes identifying criteria for optimal facility locations for the public and staff. Assisting in the identification of potential new locations and disposal of facilities no longer needed. Work with divisions and area managers to identify and coordinate needs and requests for facilities and staff.Oversee, manage, and provide guidance on the purchase or contract for equipment (copiers, postage meters, and fax machines) and services in assigned facilities and ensure the equitable spread of costs to user divisions. Work with the area managers on issues related to new facility leases, including reviewing potential facilities, building new facilities, and auditing and compiling reports of lease related expenditures.Manage the allocation of office space and services based on divisional and programmatic needs and requirements. Ensure managers are conducting environmental, health and safety inspections of assigned facilities, reporting and correcting any infractions.Ensure compliance with ADA, MIOSHA, and DEQ rules and regulations as related to assigned facilities. Manage emergency office closures in compliance with established policy and procedures in the event of severe weather or other incidents that would rend facilities inaccessible.Ensure the managers conduct facility inspections to update physical plant conditions and to provide energy consumption and conservation information.Work with other departments and entities that are interested in co-location with the DNR.Duty 2General Summary of Duty 2% of Time20Supervision: Supervise administrative managers of the Facilities, Operations and Support Section.Individual tasks related to the duty.Hire, train, advise, counsel, discipline, discharge, conduct performance appraisals and administer service ratings for the administrative managers and mailroom staff. vDelegate work assignments, set priorities, direct work, and schedule and approve annual leave, payroll and travel expense requests of the administrative managers and mailroom staff.Determine the need and oversee the planning, development of, and participate-in-service training for employees. Resolve conflicts that may arise.Identify training opportunities for managers and FOS staff to expand facility management, customer service, technology, leadership and interpersonal skills.Serve as the liaison for the DNR, DEQ, LARA, and MDARD shared mail room.Duty 3General Summary of Duty 3% of Time 10Budget, Fiscal Control and Procurement: Assist and oversee the compilation of operational needs for each assigned facility, develop, justify, and control administrative budgets for the operation of assigned facilities. Prepare and submit budget and staffing and capital improvement recommendations to the Division Chief for consideration.Individual tasks related to the duty.Review and assist in the development of budget detail, including capital outlay, equipment, special maintenance, facility enhancements, CSS&M, travel and VTS. Work with the assigned analyst to prepare the annual budget for FOS, identify requests for additional funds, and savings.Monitor FOS budget for compliance and appropriateness of expenditures. Identify and report areas of shortfalls or unused funds to the division chief.Ensure the review, approval, and release of the vouchers, requisitions, and payments through MAIN approval paths for all transactions. Ensure deposits are made in a timely manner.Ensure audits are performed and deposits reconciled and stock on hand for hunting and fishing licenses, special applications, permits and special licenses/stickers sold through the front desk operations..Duty 4General Summary of Duty 4% of Time10Customer Service: Ensure facilities that are open to the public provide the best customer service from information dissemination including rules and regulations to sales of services such as hunting and fishing licenses and other permits.Individual tasks related to the duty.Maintain a thorough knowledge of each division's responsibilities, organizational function and structure. Maintain a thorough knowledge of the department's policies and procedures.Maintain an on-going review of fish and game digests, newspapers, departmental memorandums and press releases, TV/radio news and announcements and social media. Manage the supervision of the sale to the public of hunting and fishing licenses, special hunt applications, and special permits and licenses (ORV, snowmobile, fuel wood).Ensure FOS offices are providing assistance to hunting and fishing license agents regarding policy, procedure, sales, remittance and administration of their accounts.Oversee the management of front desk operations offices and assuring desk is staffed at all times. Ensure area managers are coordinating front desk operations ensuring staff are adequately informed and trained to: sell hunting and fishing licenses, special applications, and special permits and licenses; provide information to and answer inquiries from the public; and direct questions and inquiries to appropriate division or staff members.Manage and oversee the coordination of arrangements, facilities, and publicity for meetings, training sessions, or public information gathering sessions, as assigned, for the DNR, its employees, divisions, user groups, and the general public.Duty 5General Summary of Duty 5% of Time10Administrative resources person: As requested, assist, direct, and/or advise district program staff in personnel, procurement, policies, procedures, health, and safety, data and telecommunications and accounting systems. Ensure databases and inventories are updated.Individual tasks related to the duty.Research various personnel, civil service, or union related policies, procedures, rules or issues through resources available in the office, contacts in the Quality of Life Civil Service office or Civil Service. Coordinate payroll and personnel transactions in assigned area. Assist in completing necessary paperwork. Assist resource program staff in procurement issues with regard to minor construction projects, specification development, paperwork completion, vendor identification, and procurement policy and procedures.Serve as a general resource for various administrative policies and procedures with the department. Keep abreast of any changes on new policies and procedures regarding personnel, procurement, SIGMA or any other administrative area and disseminate that information to district program staff.Assist program staff with SIGMA, and business objects reports and information. Track computer and telecommunication problems, report and assist with troubleshooting and minor fixes under their direction.Serve as system manager for the automated attendant and voice mail system by setting up new accounts, deleting old accounts, and troubleshooting various problems with staff voice mail boxes.Make arrangements, schedule and coordinate various training programs (i.e. first aid, CPR computer software) for DNR employees in assigned area.Maintain inventories of equipment, facilities, and staffing of offices in the administrative management area.Work with other division supervisors and managers with staffing and disciplinary issues.Duty 6General Summary of Duty 6% of Time5Serve as the Department Americans with Disabilities Coordinator.Individual tasks related to the duty.Serve as the primary point of contact and department representative for all public related inquires and complaints associated with the ADA.Serves as a representative to the department’s Accessible Advisory Council. Provide leadership and coordination for the department’s internal Accessibility Team. Duty 7General Summary of Duty 6% of Time5Coordinate statewide shooting range development.Individual tasks related to the duty.Manage associated staff, budget, and development priorities associated with new or renovated public shooting ranges under the department’s administration. Participate in local and regional public meetings.Review and approve various grant materials prior to submission.Serve as a spokesperson and representative of the department on shooting range development.Duty 8General Summary of Duty 6% of Time10Lead and coordinate department wide asset management planning.Individual tasks related to the duty.Responsible for making department wide recommendations for managing department assets including facilities and equipment. Provides leadership and coordination for the department’s internal Asset Management Workgroup.Conducts and develops strategic analysis of department wide assets in order to identify lifecycle replacement schedules, preventative and deferred maintenance programs, and consolidation or relocation recommendations.Serves as a department representative for implementing an enterprise asset management system in coordination with other state agencies and stakeholders Duty 9General Summary of Duty 6% of Time5Other duties as assigned.Individual tasks related to the duty.Must be ready to fill in and support all division requirements.Oversee all facility requests from divisions for Constitution Hall including remodels, moves, white nose, storage areas including items stored at loading dock, etc.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.Public Contact: Offices receive a very large number of public contacts either by telephone or personal visits daily.Facility Management: Space allocation, maintenance, and repairs.Budget priorities: StaffVendor services and contracts: PublicComputer and telephone design and layout: StaffPersonnel assignment priorities: Staff17.Describe the types of decisions that require your supervisor’s review.When there is no precedent to follow, budget costs are too high, extensive or emergency repairs to buildings are needed (i.e., new roof, furnace, well, etc.) extreme weather conditions or other problems warranting the closure of a facility. Locations for new facilities or temporary or permanent closure of facilities. Changes in levels of customer service at locations open to the public.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.This job requires the normal physical activities encountered in an office environment such as sitting, walking, bending, reaching, stooping, and standing on a daily basis. Lifting boxes, kneeling and balancing on an occasional basis. The position also requires occasional driving with overnight travel. In the facility manager's role, there may be times when there is exposure to extreme weather conditions in reviewing work of contractors, assisting maintenance mechanics or making emergency plans.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.)NAMECLASS TITLENAMECLASS TITLEDave GrahamAdministrative Mgr 3Jennifer Sochor GOA E7 (PI)Steve OlsonAdministrative Mgr 3Steve GregoryAdministrative Mgr 3Tim MelkoAdministrative Mgr 3Jesse CollinsGOA E720.My responsibility for the above-listed employees includes the following (check as many as apply):xComplete and sign service ratings.xAssign work.xProvide formal written counseling.xApprove work.xApprove leave requests.xReview work.xApprove time and attendance.xProvide guidance on work methods.xOrally reprimand.xTrain employees in the work.21.I certify that the above answers are my own and are accurate and complete. SignatureDateNOTE: Make a copy of this form for your records.TO BE COMPLETED BY DIRECT SUPERVISOR22.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?Administrative manager is in charge of overseeing the administrative programs in assigned Customer Service Centers and Field Offices. The administrative manager coordinates and directs operations related services including, but not limited to facilities management, procurement, personnel, budget, audit, data/telecommunications, supervision, policy and procedure, health and safety and customer services. Administrative manager is point of contact for all offices; in matters regarding emergency plans, emergency closures, and a variety of facility issues including, but not limited to construction and energy saving information, purchasing and basic operations.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.Responsibility for the development of shooting ranges, ADA coordinator, and asset management duties have all been added since the last time the position description was reviewed.25.What is the function of the work area and how does this position fit into that function?Finance and Operations Division provides administrative support services such as budget, procurement, grants management, real estate services, and clerical support to field program staff. This position supervises the managers who oversee the field clerical staff, is responsible for facility management, serves as the ADA coordinator, and asset manager.26.In your opinion, 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 business administration, public administration or a related field.EXPERIENCE:Five years of professional experience involving the application of the principles of finance or in two ormore of the following areas of administrative management: human resources, information technology,purchasing, organizational analysis, or property management, including two years equivalent to theexperienced (P11) level or one year equivalent to the senior, lead worker, or specialist (12) level.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of the principles and techniques of administrative management, including organization, planning, staffing, training, budgeting, and reporting. Knowledge of the principles and techniques of financial management. Knowledge of labor relations and employment practices. Knowledge of principles of office management including organization, work flow, forms, supplies, equipment, and procedures relating to filing, record keeping, correspondence, mail, procurement, stock keeping, and duplicating. Knowledge of training and supervisory techniques. Ability to plan, direct, and coordinate program and administrative activities of a complex interrelated interdependent nature, where unknowns and numerous contingency factors are involved. Ability to solve problems and make decisions. Ability to communicate effectively. Knowledge of facility management techniques and construction knowledge.CERTIFICATES, LICENSES, REGISTRATIONS:A valid driver’s license is preferred.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 SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITY28.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 SignatureDate ................
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