CS-214 Position Description Form .us



|CS-214 | | Position Code |

|Rev 11/2013 | |EXECS1AC36N |

| |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 |

| |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 |

|Executive Secretary-1A (11) |Administration |

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

|Executive Secretary | |

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

|Mark C. Long, WCA Director | |

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

|Adam Sandoval, LARA Deputy Director | |

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

| |

|This position provides executive support to the Workers’ Compensation Director and the entire Workers’ Compensation Agency. Responsible to perform a wide |

|range of support tasks including but not limited to: preparing correspondence, reports and various other documents; receiving and screening constituent |

|inquiries via correspondence, telephone calls, and e-mails; and receiving, auditing and processing workers’ compensation form requests. This position serves |

|as the webmaster, updating and maintaining the agency’s website and intranet sites. This individual will assist the director with the executive direction and |

|administrative management of the Workers’ Compensation Agency. |

| 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 40% of Time |

|Performs executive support duties for the director and executive support to the entire agency, including but not limited to the preparation of correspondence, |

|reports, and various other documents. |

|Individual tasks related to the duty. |

|Organize director’s advisory council meetings by arranging for facilities, gathering materials, and taking notes. |

|Coordinate activities for the Director. |

|Prepare PowerPoint presentations for the director to use when addressing various groups. |

|Review for accuracy, proofread, and edit documents prepared for the director’s signature. |

|Attend various meetings and record discussions/decisions made regarding agency operations. |

|Transcribe dictation and prepare correspondence, including orders resulting from hearings, sensitive personnel matters, and technical issues involving |

|compliance with the workers’ compensation act. |

|Respond to inquiries on behalf of the director, providing the requested information or assistance and drafting written responses when appropriate. |

|Gather information from various sources and assemble it into precise reports, charts, and tables. |

|Prepare travel forms and expense vouchers. Audit staff’s travel vouchers before they are submitted to the director for approval. |

|Audit TKU before certification by the director, using the state’s automated DCDS system. |

|Duty 2 |

|General Summary of Duty 2 20% of Time |

|Process requests for director’s hearings and advance payment of workers’ compensation benefits. |

|Individual tasks related to the duty. |

|Review applications and research cases in agency’s database to determine if request is appropriate and timely. |

|Notify parties of filing requirements and provide them with information and assistance in procedural matters. Follow up with parties to ensure that all |

|necessary material is provided to the agency in a timely manner. |

|Schedule hearings for the director, deputy director, or magistrate and send notices to all parties. Make arrangements for hearing rooms and court reporters, |

|and ensure that case files contain necessary reports and forms for the hearing officer. |

|Proofread and edit the director and deputy director’s orders, and mail to all parties. When appropriate, draft simple withdrawal orders for director and deputy|

|director’s signature. |

|Process advance payment orders per magistrate’s instructions, perform calculations, prepare orders, and mail to all parties. |

|Compile and maintain monthly hearing statistics. |

|Duty 3 |

|General Summary of Duty 3 15% of Time |

|As the agency’s web master, update, manage and maintain the agency’s website and intranet sites. |

|Individual tasks related to the duty. |

|Prepare documents to be posted on the web. |

|Create web content and associated assets. Assist in the development of new web features and establish procedures for the maintenance of those features. |

|Perform monthly web updates of agency hearing statistics and various other documents. |

|Maintain support documentation pertaining to site structure and reference numbers. |

|Convert agency forms to electronic formats for posting on the web. |

|Maintain new search feature involving magistrate decisions. This includes formatting an estimated 500-700 decisions per year, creating the necessary PDF |

|documents, and entering the proper information into the search database. |

|Periodically review website to ensure information is timely and accurate, and perform updates as needed. |

|Duty 4 |

|General Summary of Duty 4 15% of Time |

|Process Employee’s Report of Claim forms (117). |

|Individual tasks related to the duty. |

|Review form 117s for missing or incomplete information. If necessary, contact employee to obtain additional information via phone or correspondence. |

|Check form 117s against agency’s database to obtain appropriate insurance coverage information. |

|Prepare and mail claim correspondence to insurance companies, employers, and employees. |

|Annotate agency’s database to accurately reflect action taken. |

|Duty 5 |

|General Summary of Duty 5 10% of Time |

|Receive and screen constituent inquiries via correspondence, telephone calls, and e-mails. |

|Individual tasks related to the duty. |

|Review constituent inquiries received from the governor’s office, legislators, other state agencies, and the general public. |

|Research pertinent information in the agency’s database and compile a summary of claim activity. |

|Refer inquiry to the proper staff person, or handle personally if appropriate. |

|Maintain a log and tracking system to ensure timely responses. |

|Receive, screen, and process e-mails coming in from the agency’s web site. |

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

|Deciding if requests for director’s hearings and advance payment applications are properly filed and whether or not a hearing needs to be set affects the |

|progress of injured workers’ claims. |

|Interpreting correspondence and deciding on the proper course of action affects the response time in answering constituent inquiries. |

|Deciding to process a form 117 or return it to the claimant affects his or her workers’ compensation claim. |

|Deciding which information, if any, can be released in a given workers’ compensation claim affects the agency’s compliance with the FOIA. |

|Decisions concerning when to post and remove items on the website affects the reliability of information available to the public. |

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

|Releasing politically sensitive or confidential information. |

|Situations that call for actions that do not follow established procedures or past practices, such as an unusual request for a hearing or advance payment. |

| 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. |

|None |

| 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? |

|See box 14. |

| 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 work area provides executive direction to the Workers’ Compensation Agency and function as the administrative management of the agency. This position |

|performs a wide range of tasks providing executive support to the director and the entire agency. |

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

|EDUCATION: |

|Education typically acquired through completion of high school. |

|EXPERIENCE: |

|Six 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 three years equivalent to advanced (8) level administrative support work, Secretary E8, or Legal |

|Secretary E8; two years equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9; or, one year equivalent to a Division Head |

|Legal Secretary 10 or Executive Secretary E10. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Knowledge of general office procedures with proficiency in the use of computers, highly organized. |

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|None |

|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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