CS-214 Position Description Form .us



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.)8.Department/AgencyEducation3.Employee Identification Number9.Bureau (Institution, Board, or Commission)4.Civil Service Classification of PositionDepartmental Analyst 9-1210.DivisionFinance and Operations5.Working Title of Position (What the agency titles the position)Departmental Analyst11.SectionOffice of Health and Nutrition Services (OHNS)6.Name and Classification of Direct Supervisorvacant, Education Consultant Manager 1412.UnitNutrition Coordination7.Name and Classification of Next Higher Level SupervisorStephanie Willingham, Education Consultant Manager 1513.Work Location (City and Address)/Hours of WorkHannah Building, 608 W. Allegan, Lansing8:00 am – 5:00 pm, M-FGeneral Summary of Function/Purpose of Position: This position serves as the recognized resource for the Summer Food Service Program (SFSP) and the Indian Tribal Organizations (ITOs) for the State of Michigan. This position monitors and reviews the program performance of sponsors participating in the federal SFSP. The employee is responsible for a range of activities required to administer the Summer Food Service Program, including collecting, analyzing, and evaluating program data; preparing reports; processing applications; assisting with trainings and workshops; and performing office administrative duties. The position also conducts outreach, to increase participation and the number of SFSP sites, throughout the State of Michigan. The employee is the recognized resource for working with migrant sites and with rural development on program access and participation. 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 155% of TimeServes as the recognized resource for the State of Michigan to provide technical assistance and monitor the SFSP for compliance with United States Department of Agriculture (USDA) regulations for sponsors/agencies to support program improvement and continuing compliance.Individual tasks related to the duty.Site Reviews/Visits/TrainingRecognized resource for all large sponsor, SFSP sponsors with 25 or more sites, reviews program compliance statewide.Conduct reviews of public, private and charter schools, for-profit organizations, and private non-profit organizations participating in the SFSP.Accurately complete and submit the federally mandated forms for each review conducted. Prepare narrative reports and associated correspondence related to the review process. Provide a comprehensive written report of program deficiencies, develop corrective action plans with specific deadlines for compliance, and provide support and guidance to ensure future compliance.Schedule reviews to allow timely submission of reports and ensure reviews and reports are completed within designated timeframes. This involves coordinating various review schedules to meet federal review requirements. Work with other Program staff to ensure all reviews are completed to meet regulatory timeframes.Participate in team reviews with USDA staff. Evaluate performance, complete review reports, and inform programs where any deficiencies exist. Schedule and conduct follow-up reviews for Summer Food Service Programs failing to meet program standards.Conduct new program visits and pre-approval visits for sponsors. Assist in the evaluation of program materials, paperwork documentation and meal pattern compliance. Conduct on-site training as needed. Develop and provide each new program with a written report of all areas analyzed during the pliance/SupportRecognized resource:in the evaluation of program sponsors’ adherence to federal regulations and state policies for SFSP. in the evaluation and/or revision of materials presented by sponsors for review and/or approval.in the investigation of complaints. Analyze the plan of action, the corrective action, and the meeting of required deadlines set in the initial report. Follow up as needed (by telephone, in writing, or in person) until appropriate corrective action is completed and documented. Approve corrective actions and notify sponsor. Follow up with corrective action and close reviews.Make recommendations for Michigan Administrative Review System (MARS) improvements or changes needed each year. Participate in MARS requirements meetings. Duty 2General Summary of Duty 215% of TimeRecognized resource for all amendments for SFSP for the State of Michigan. Approve 75% of all application/agreements for SFSP through the Michigan Electronic Grants System-Plus (MEGS+). MEGS+ is the system that sponsors use to apply for the SFSP. Individual tasks related to the duty.Review and revise annual application/agreement materials for SFSP. Work with the SFSP consultant to make new materials/documents to meet identified needs. Make recommendations for MEGS+ improvements or changes needed each year. Participate in MEGS+ status meetings.Evaluate application/agreement documents for compliance with federal regulation, state policies and procedures. Ensure complete and accurate information. Approve application/agreements and follow up with sponsors to ensure all application/agreements are complete, accurate and approved by the due date. Use advanced computer knowledge in Microsoft Office, Adobe Acrobat, Internet Explorer, and HTML to prepare and upload application/agreement materials on web-based MEGS+.Prepare progress reports of completed application/agreement reviews. Maintain program data necessary to meet program reporting, evaluation requirements and goals of the program. Ensure the annual process is completed within designated time period.Evaluate materials presented by sponsors and associated with MEGS+ for review and approval.Develop correspondence, including e-mails and letters, to sponsors that do not meet designated timeframes for application submittal. Follow up with sponsors as needed until application process is completed. Recognized resource for all SFSP application amendments.Duty 3General Summary of Duty 315% of TimeDevelop and provide program training/technical assistance and promote SFSP administered through the Office of School Support Services. Recognized resource for Indian Tribal Organizations (ITO). Recognized resource for migrant, rural development, and low-income housing outreach in Michigan. Hunger taskforce recognized resource in northern lower eastern Michigan covering Alcona, Alpena, and Montmorency Counties.Individual tasks related to the duty.Recognized resource:in the development or revision of new and/or existing materials for SFSP training presentations. Present information/training sessions at workshops and conferences.in the development of guidance and/or instructional materials to help sponsors comply with program requirements. This includes items such as PowerPoint presentations, webcasts, frequently asked questions, user manuals, help documents, and administrative guidance. for Indian Tribal Organizations (ITOs) in Michigan.for migrant, rural development, and low-income housing outreach in Michigan.Respond to telephone inquiries and written correspondence requesting clarification of state policies, procedures and federal regulations. Use program knowledge to provide information about the operation of the programs in Michigan to potential sponsors/sites and the public. Prepare letters and other mailings to send to potential sponsors. Follow up on responses to these mailings and provide any additional information/technical assistance.Assist in the development of items such as correspondence, newsletter articles, e-mail or website updates needed regarding program regulations/requirements, policies or procedures, and/or administrative guidance. Edit and revise monthly SFSP newsletter for sponsors.Assist in the development or revision of forms/materials as necessary to meet changing regulations or state laws. Help maintain materials and information on the website and in program applications or databases, ensuring they are up to date and accurate.Provide on-site training/technical assistance for sponsors as needed. Analyze and interpret new federal regulations or state laws, determine how they will impact School Nutrition Programs (SNP), and provide instruction and the appropriate implementation. Develop instructional materials for program sponsors. Assist in the development and coordination of annual mailings/e-mails to SFSP sponsors. Conduct post-program surveys to analyze best practices.Provide outreach for SFSP throughout the State of Michigan.Duty 4General Summary of Duty 4 10% of TimePerform a variety of program-related administrative duties.Individual tasks related to the duty.Respond to telephone inquiries, written correspondence, and e-mails requesting clarification of state policies, procedures and federal regulation.Attend and participate in regularly scheduled staff meetings.Duty 5General Summary of Duty 55% of TimeAll other duties as assigned.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.Requires independent decision-making, as well as decisions that regularly require management support.Decisions regarding sponsors’ adherence to state and federal regulations.Requires decision-making on what technical assistance and corrective action is provided during on-site reviews.Determine solutions to any non-compliance of state and federal regulations.Determine amount/period of fiscal recalculations.Determine if application agreement is complete and correct for approval.Sponsors, sites, parents, students, state staff, and USDA staff are affected by these decisions.17.Describe the types of decisions that require your supervisor’s review.Unique situations that are not covered by internal policies or regulations.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.Statewide travel. Exposure to poor weather and hazardous driving conditions. Person must be able to travel long distances. Some overnight reviews. Approximately 55% of worktime is spent in the field monitoring federal food programs. Must maintain valid driver’s license.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 TITLEN/A20.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. 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?New position.23.What are the essential duties of this position?This position serves as the recognized resource for the Summer Food Service Program (SFSP) and the Indian Tribal Organizations (ITOs) for the State of Michigan. This position monitors and reviews the program performance of sponsors participating in the federal SFSP. The employee is responsible for a range of activities required to administer the Summer Food Service Program, including collecting, analyzing, and evaluating program data; preparing reports; processing applications; assisting with trainings and workshops; and performing office administrative duties. The position also conducts outreach, to increase participation and the number of SFSP sites, throughout the State of Michigan. The employee is the recognized resource for working with migrant sites and with rural development on program access and participation. 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?Administer the USDA School Nutrition Programs for the entire state. This position is responsible for monitoring adherence to state and federal regulations affecting food and nutrition programs.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 any major is required. EXPERIENCE:Three years of professional experience, including one year of experience equivalent to the experienced (P11) level in state service. KNOWLEDGE, SKILLS, AND ABILITIES:Extensive knowledge of the Summer Food Service Program.Knowledge of the principles of administrative management, including budgeting techniques, office procedures and reporting.Ability to analyze and compile data.Ability to establish program procedures, policies or guidelines.Ability to interpret laws, rules and regulations relative to the work.Ability to apply laws, rules, regulations, policies and procedures to specific situations to correct problems.Ability to learn and use computer processes including the following software: Word, Excel, Access, and Outlook.Ability to organize, evaluate, and present information effectively, both orally and in writing.Ability to maintain favorable public relations.Ability to design forms.Ability to perform mathematical calculations.Ability to set priorities.CERTIFICATES, LICENSES, REGISTRATIONS:N/ANOTE: 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 SignatureDateADDENDUMThe Summer Food Service Program (SFSP) administrative and on-site reviews are being scheduled utilizing the attached School Nutrition Program (SNP) territories for the SNP analysts as much as possible.? Due to the nature of the SFSP, large numbers of sponsors/sites in certain counties and sporadic Sponsors in other counties, some counties have someone other than the assigned analyst completing the SFSP administrative/on-site reviews for a specific territory.? This also allows SNP to distribute the reviews evenly between all analysts. ................
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