CS-214 Position Description Form



|CS-214 | | Position Code |

|Rev 11/2013 | |DATAOPRED99R |

| |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 |

|Vacant |Licensing and Regulatory Affairs |

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

| |Workers’ Compensation Agency |

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

|Data Coding Operator-E (5/6/E7) |Insurance Programs Division |

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

|Data Coding Operator |Compliance & Employer Records |

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

|Cheryl Cornellier, Administrator |Employer Records |

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

|Mark Long, Director |2501 Woodlake Circle, Okemos / 40 hours/week |

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

| |

|The primary responsibilities of this position are to organize, review, evaluate and process workers’ compensation insurance policy forms submitted by insurance|

|carriers. As these documents are received, they are broken down by form, alphabetized. The documents are then checked for accuracy and acceptance for |

|eligibility before being entered on the computer system. In the course of research, it may also be necessary to use the retired files, file banks, Treasury |

|and CAOM terminals, and cross reference and compliance alpha cards. It is essential that the person in the position possess a thorough knowledge of workers’ |

|compensation rules, regulations, policies, procedures, precedence and terminology. |

| 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 20% of Time |

| |

|Insurance carriers are required to file form BWC400, Insurer’s Notice of Issuance of Policy, when a policy of insurance is written to cover any employer |

|subject to the Workers’ Compensation Act. Group funds file a similar form (BWC650) to acknowledge coverage for an employer joining the group funds. The 400 |

|or 650 is reviewed to determine if all necessary information is present for the form to be processed. All employer insurance records are maintained on an |

|on-line computer system. Before the 400 or 650 can be processed, the computer system must be accessed through the use of a password and user I.D. code. These|

|are unique to each person and each person entering data is solely responsible for the quality and adequacy of the information entered into the computer system.|

|Individual tasks related to the duty. |

| |

|After reviewing either form 400 or 650, a search on the 200 screen (employer master) on the terminal (system) is performed to determine if insurance coverage |

|information exists for the employer. The search is done by entering the FEIN (Federal Employer Identification Number) for that employer. If no record exists,|

|a search must be performed in several ways: alphabetical search by name; alphabetical search by employer name and city; and search by street address. It is |

|important to conduct a complete search in order that the information to be entered on the system is matched with the right employer. |

| |

|If, after a thorough search, it is determined that no record exists for that employer, the coverage information is added. All pertinent fields must be filled.|

|The operator must take care to enter the correct information in each field, such as the effective date, policy number, DCN (document control number), etc. |

| |

|If a record is found, it must be reviewed to determine if the information on the document (name, address, etc.) matches the data on the terminal. All |

|corrections must be made to the existing record. These corrections involve name changes, FEIN changes, address changes, etc. |

| |

|These changes and corrections are performed after several manual steps have been taken, after verifying all screens pertaining to the individual files, and |

|checks on CAOM and Treasury terminals. After thorough search and analysis, the worker determines how to enter the data into the computer system. |

|Duty 2 |

|General Summary of Duty 2 20% of Time |

| |

|Insurance carriers are required to file a Notice of Termination (form BWC400), and group funds file form BWC651 whenever coverage is terminated for an |

|employer. Upon receipt of this form, it must be reviewed for completeness. If a form is missing the effective date of termination, it must be sent to the |

|word processing area for a special letter to be sent requesting a corrected filing. |

|Individual tasks related to the duty. |

| |

|After reviewing either form, a search of the system on the 200 screen (employer master) is conducted to determine if a record exists for this employer. The |

|search is conducted by inputting the FEIN. If no record is found, another search is done on the 230 screen (search screen), to locate the record for the |

|employer. After a thorough on-line search the following areas are checked for an existing record: CAOM and Treasury terminals, file banks, compliance alpha |

|cards, cross reference cards, and retired files. If nothing is found, a record is established on the system using the termination notice only. |

| |

|If a record is found, the 200 screen (employer master) is reviewed to determine if this is indeed the proper employer. The coverage area of the 200 screen is |

|reviewed to properly match the 401 or 651 with the outstanding 400 or 650. This is done so that the correct termination of the insurance carrier’s policy or |

|group fund’s coverage is done. The operator also reviews the 245 screen (coverage history screen) to match coverage records accurately. The 250 screen |

|(employer insurance agent screen) also needs to be viewed for complete and accurate information. |

| |

|It is essential that the correct 401 or 651 terminates coverage for the corresponding 400 or 650. Otherwise, coverage for the wrong carrier may be terminated,|

|possibly causing a series of letters to be sent to the employer advising the employer they may be uninsured. This could have some serious repercussions for |

|the employer. Under the Workers’ Compensation Statute, the employer may be subject to penalties and a jail sentence if the employer is found to be a subject |

|employer and does not carry the necessary workers’ compensation coverage. |

| |

|The 401s and 651s are given a priority for processing. When 401s or 651s are properly entered, this advises the system to generate letters to the employer. |

|These letters let the employer know that our Bureau shows their business as uninsured and the employer must notify the Bureau of the new insurance carrier. If|

|no response is received to these letters, the employer information is sent to the Compliance area of the Compliance & Employer Records/Insurance Programs |

|Division, where follow-up on these files could lead to the prosecution of the employer for failure to obtain the necessary insurance coverage. |

|Duty 3 |

|General Summary of Duty 3 15% of Time |

| |

|The operator must review all pieces of correspondence; TADS (turn around documents), tele-sources, 429 (coverage canceled for nonpublic employer), 494 |

|(coverage canceled for public employer), etc. |

|Individual tasks related to the duty. |

| |

|Each piece must be reviewed for completion. If satisfactory, the data is entered on the computer system. The operator must determine how to enter the form, |

|i.e., what screen, what action code, and what update source. Depending on the source, etc., used, the computer will edit for specific errors or omissions. |

|Before entering any piece of correspondence, a search must be performed by the FEIN. If no record exists, then a search must be performed on the 230 search |

|screen. If again no record exists, the correspondence must be entered new on the system. The system will then generate any letters requesting additional |

|information. |

|Duty 4 |

|General Summary of Duty 4 10% of Time |

| |

|All forms and correspondence must be reviewed to determine if the FEIN has changed. |

|Individual tasks related to the duty. |

|A search of the database must be conducted to determine if the current FEIN exists. If it does, the current information is reviewed to verify that the |

|employer is the same. A FEIN change sheet must then be filled out showing the current FEIN and then outlining the new number that should now be shown on the |

|system. |

| |

|Before entering any correspondence or form that does not have a FEIN, a search is performed on the system. The Treasury terminal is also checked to verify if |

|the employer has a valid FEIN on file with the state. If nothing is found on the Treasury terminal, a decision is made to enter this data on line, using a TP |

|number which is a temporary FEIN, assigned by the computer system. The Treasury terminal is provided to us by the Michigan Department of Treasury to obtain |

|information on the employer and their assigned FEIN. |

| |

|The CAOM (Compensation Advisory Organization of Michigan) terminal is also used to verify information about the employer. This terminal is provided by a |

|private organization that keeps track of insurance carriers and policy information. When searching through the database, all records for an employer must be |

|checked for duplicates. These duplicates may exist because of separate FEINs. If this occurs, the records must be reviewed and, if the employer is the same, |

|the records must be combined. This is a necessary and ongoing step. The operator must also view the 240 screen (name change/link screen) to determine any |

|possible associated employers. |

|Duty 5 |

|General Summary of Duty 5 10% of Time |

| |

|All 400 and 650 forms are reviewed to determine if a name change has occurred to the business. |

|Individual tasks related to the duty. |

| |

|If a change has occurred, a complete search of the database must be conducted so that the name change is properly identified with the correct employer. The |

|name change is then performed by going to the appropriate screen, 240 (employer name/ID change screen), and then outlining the new name there. When this is |

|done this name is changed to replace the old name with the new name and this change is reflected on the entire database. This name change and established date|

|must be correctly done as it affects every record on the workers’ compensation database system. |

| |

|It is essential that the system be able to identify all names, past and present. The name change and established date are important to historical data for all|

|workers’ compensation subsystems. |

|Duty 6 |

|General Summary of Duty 6 10% of Time |

| |

|During the processing of all forms, correspondence, etc., each item must be thoroughly reviewed. |

|Individual tasks related to the duty. |

| |

|It is essential that it be properly matched so the system can edit each record for errors and omissions and send out the necessary letters. The system will |

|automatically send many letters. In some cases the problem is of such magnitude the system cannot send a certain letter. These letters require decisions to |

|be made beyond what the computer is programmed to do. This requires knowledge of how the workers’ compensation insurance system functions and what requirement|

|the Workers’ Compensation Act sets for insurance coverage on an employer subject to the Act. |

| |

|In reviewing forms and correspondence a determination must be made whether or not a letter is needed and whether the system can generate a letter or if a |

|special letter is required. If a special letter is required the file material must be sent to the word processing area with instructions as to what is needed |

|from the insurance carrier. Some letters can be sent via the letter request screen. The operator must determine what letter is to be sent and then perform |

|the necessary action to tell the system to send the letter. |

|Duty 7 |

|General Summary of Duty 7 5% of Time |

| |

|Review of the employer on-line record often requires that the entire file be reviewed. |

|Individual tasks related to the duty. |

| |

|In order to review a file, it is necessary that microfilm copies be requested. A file consists of all insurance documents received by this office pertaining |

|to this employer. The operator must review the DCN (document control number) screen to obtain the appropriate numbers so that all microfilmed copies can be |

|requested. If the operator cannot determine what the insurance company is attempting to do, the documents must be requested in order to analyze and evaluate |

|the file and determine the proper course of action. |

| |

|It is of the utmost importance that the DCN is entered into the system correctly. This is an 11 digit number and identifies the date it was received, the |

|batch in which it is to be found and the sequence in the batch. If this number is not entered correctly, the form will never be able to be reproduced, as the |

|Compliance & Employer Records/Insurance Programs Division receives approximately 1500 pieces of mail daily, making it almost impossible to find the |

|correspondence on microfilm. |

| |

|The DCN is also an essential field requirement since, without this number, no piece of mail can be entered into the system. |

|Duty 8 |

|General Summary of Duty 8 5% of Time |

| |

|All MDL-1-400s received must be reviewed to determine if the employer has a joint venture with another employer. |

|Individual tasks related to the duty. |

| |

|The joint venture is formed when two businesses join their businesses together to perform specific work duties in addition to their regular business concerns. |

|If the 400 indicates that a joint venture has been formed, this coverage must be entered separately from either employer’s regular workers’ compensation |

|coverage. This creates a separate coverage record with insurance coverage that relates specifically to this joint venture. |

| |

|Duty 9 |

|General Summary of Duty 9 5% of Time |

| |

|Additional duties for this position include: |

|a) Filing folders and correspondence |

|b) Inter-sorting mail |

|c) Pulling and stamping retired files |

|d) Alphabetizing mail |

|e) Special projects |

| |

| |

|Individual tasks related to the duty. |

| |

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

| |

|Evaluate irregular forms, if a problem arises, as to what the intention of the insurance company is. |

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

| |

|Ask advice about a file if the filings are unusual. |

|A second opinion is needed on a decision |

| 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. |

| |

|Stress as a result of a high volume of work. |

|Physical discomfort (i.e., eye strain, headaches, back and neck aches) caused by sitting eight hours at a computer terminal. |

| 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? |

| |

|Must have knowledge of WORCS Insurance System, the computer terminal, and the Workers’ Compensation Act Statutory requirements to successfully perform daily |

|on-line processing of mail. It is vital to the insurance system that every piece of mail be properly entered. The impact is far reaching. This system has |

|been established as an inquiry based system. Different divisions of the Bureau and other workers’ compensation programs in the State will rely on this |

|information entered to identify the proper insurance company for a given employer on a specific date of injury. This information is given out by the Coverage |

|area of Compliance & Employer Records/Insurance Programs Division to attorneys, insurance companies, etc., for the processing of workers’ compensation claims. |

|If any information is incorrectly entered, it affects the entire workers’ compensation system and costs many unnecessary participants much, both in dollars and|

|in time. Based on information provided by the Insurance system to claims processing, various parties are required to appear at formal hearings with legal |

|counsel. If the information is incorrect, these parties are required to expend substantial monies for legal expenses which cannot be reimbursed. |

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

| |

|This position has gone from a completely manual operation to one that has become a completely automated operation. All work duties are performed by entering |

|all information into an on-line computer. |

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

| |

|This unit is responsible for maintaining a historical record of insurance coverage on over 200,000 employers by entering the data on an on-line computer |

|system. |

| 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? |

|EDUCATION: |

| |

|High school |

|EXPERIENCE: |

| |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

| |

|This employee is expected to operate in a semi-independent capacity, make prompt and well-reasoned decisions on their own regarding the adequacy and |

|correctness of information furnished using the guidelines of the Workers’ Disability Compensation Act and Administrative Rules that apply to insurance records.|

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|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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