CS-214 Position Description Form



|CS-214 | | 1. Position Code |

|REV 6/2005 | |COMPOSITE |

| |State of Michigan | |

| |Department of Civil Service | |

| |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 |

|Vacant |Michigan Department of State Police |

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

| |Field Services Bureau |

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

|Secretary 7-E8 |Fifth District Headquarters |

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

|Secretary | |

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

|Insp. Patrick Boyd, Asst. District Commander | |

|State Admin Manager 16 | |

| | |

| | |

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

|Capt. Michael A. Brown, District Commander |108 W. Michigan Ave., Paw Paw, Michigan |

|State office admin 17 |M-F, 8am-5pm |

| | |

| | |

|State Administrative Manager 16 | |

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

|This position is responsible for providing administrative support to personnel at Fifth District Headquarters. Duties include the preparation of routine |

|correspondence, memos, forms, complaints, direct vouchers, expense vouchers, and monthly forms/reports. The incumbent is responsible for maintaining general |

|files and Master File, dictation/transcription, preparing and distributing mail, ordering supplies, operating standard office equipment, planning social events|

|for district activities, and assisting the public in person and by phone. The incumbent will serve as backup to the district secretary. |

|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 too least important. The total percentage of all duties performed must equal 100 percent. |

|Duty 1 |

|General Summary of Duty 1 % of Time 50% |

| |

|Administrative support to district command staff members and employees. Type correspondence, memorandums, post inspection reports, reports and supplemental |

|reports with emphasis on accuracy using dictation or officer notes. Working knowledge of Microsoft Word, Excel, Access, Outlook and Olympus software is |

|necessary to perform duties. Maintain office equipment by contacting vendor for repairs. |

|Individual tasks related to the duty. |

| |

|Ability to use standard office equipment, computer, color printer, copy machine, Dictaphone, fax machine, and typewriter. |

|Type and proofread documents for grammar, spelling, punctuation and format for district staff members. |

|Utilize the AUTOMATED INCIDENT CAPTURE SYSTEM (AICS) to complete original, supplemental reports and interviews. |

|Provide administrative support to assistant district commander and detective first lieutenant. Coordinate calendars using Microsoft Outlook for district staff |

|members. |

| |

| |

|Duty 2 |

|General Summary of Duty 2 % of Time 20% |

| |

|Serve as back up to district secretary (Executive Secretary 10) in various areas of administrative duties, including Master File, entering timesheets into |

|DCDS, typing direct vouchers into MAIN, entering employee expense vouchers utilizing HRMN, and typing various types of correspondence. |

| |

| |

|Individual tasks related to the duty. |

| |

|File external documents daily to the Master File. Review and package the oldest files for transportation to Lansing yearly. |

|Prepare and enter expense vouchers for employees of district headquarters. |

|Enter employee timesheets into the DCDS. |

|Enter invoices and reimburse petty cash through MAIN system. |

|Solicit and prepare yearly bids for janitorial, lawn maintenance and snowplowing services for district building and grounds. |

|Stay abreast of current policies and procedural changes. |

|Attend staff meetings and plan social functions pertaining to the MSP family. |

|Serve as data entry backup entering seizure information into IGRIP program. |

| |

|Duty 3 |

|General Summary of Duty 3 % of Time 20% |

| |

|Prepare outgoing mail and distribute incoming mail. Answer telephone and greet visitors to district headquarters. |

|Individual tasks related to the duty. |

| |

|Weigh the outgoing mail and apply appropriate postage for mailing. |

|Distribute incoming mail. |

|Refer incoming calls to appropriate officers or provide requested information to caller. |

|Determine which calls are priority matters and alert absent officer using their cell phone or email. Utilize their calendar or sign-out sheet to determine |

|their location. |

|Record messages or place in voice mail. |

|Greet and provide customer service to the public, state employees and other law enforcement members to building and direct to appropriate personnel or |

|answering general questions for service. |

|Duty 4 |

|General Summary of Duty 4 % of Time 10% |

| |

|Maintain inventory of supplies and determine when to order general office supplies, warehouse supplies, cleaning supplies, etc. Prepare yearly bids for |

|contractual services. |

|Individual tasks related to the duty. |

| |

|Maintain inventory of supplies and determine when to order general office supplies, warehouse supplies, cleaning supplies, etc. |

|Review order upon receipt and correlate packing slips. |

|Prepare yearly bids. |

| 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. |

|Independently able to determine the correct accounting codes for direct/expense vouchers, determine low inventory and order the appropriate replacement stock, |

|notify/direct concerns superior, reword/correct report writing to professional verbiage, arrange workload to meet deadlines, and accept an assignment not |

|normally part of the job description. |

|Discern the appropriateness of confidentiality during phone calls, requests for information, and in handling sensitive documents and information. Decide the |

|necessity of contacting officers by cell phone when they are away from the district office when fielding phone calls and email. Determine the correct |

|interpretation of office procedures originating from correspondence from headquarters. |

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

|The supervisor authorizes all direct vouchers and travel expenses, evaluates the requests made to maintain the facility, assists in the determination whether |

|to replacement or repair equipment, and determines if submitted changes will be implemented. |

| 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 position is mainly office/desk work. Meeting requested timeline for projects and reports exists and is occasionally stressful. Interruptions are common |

|in this position with telephone calls and visitors to district headquarters. |

| 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? |

|Assist district personnel with administrative support duties such as preparing and maintaining office files, reports, and correspondence. In addition, this |

|position transcribes dictated reports for law enforcement personnel at the post, making improvements in verbiage and grammar, representing MSP in a |

|professional manner. Employees in this position need to be familiar with equipment used in the office, as well as specialized software programs used by the |

|State of Michigan and law enforcement to produce documents and manage files. Handle and coordinate incoming and outgoing correspondence, including mail, |

|telephone calls. Greet and direct visitors to district headquarters building. |

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

|No significant change in duties. |

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

|To provide basic law enforcement services in the region it serves. This position assists all district personnel in the performance of their duties by taking |

|on the responsibility of completing forms, ordering supplies, preparing travel vouchers, preparing/typing routine correspondence, maintaining files, typing |

|reports, answering phones, etc. |

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

|EDUCATION: |

|High school diploma. |

|EXPERIENCE: |

|Secretary 7 |

|Two years 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, including one year equivalent to 6-level administrative support experience. |

|Secretary E8 |

|Three years 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, including one year equivalent to experience-level administrative support work or equivalent to a Secretary 7 or |

|Legal Secretary 7. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Ability to type, file, excellent computer skills and excellent communication and telephone skills. Knowledge of Microsoft software applications. Ability to |

|type from dictation. |

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|None required. |

|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. |

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|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. |

|None |

| 29. I certify that the entries on these pages are accurate and complete. |

| |

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|Appointing Authority’s Signature Date |

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