CS-214 Position Description Form - …
|CS-214 | | 1. Position Code |
|REV 8/2007 | |WRDPASTEF94R |
| |State of Michigan | |
| |Civil Service Commission | |
| |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 |
| |Licensing and Regulatory Affairs |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |Liquor Control Commission |
| 4. Civil Service Classification of Position | 10. Division |
|Word Processing Assistant |Licensing |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|Insurance/Renewal WPA |Data Control |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
|Rexine Metts, Office Supervisor | |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|Timothy Andrews, Departmental Manager |525 W. Allegan Street; Lansing, MI 48933 |
| |8am-5pm Monday - Friday |
| 14. General Summary of Function/Purpose of Position |
|Verify, process and record all insurance information to the online dram Shop program. Update online program for all transfers of license and changes in the |
|retail business, which affect the dram shop coverage. Process and file all dram shop related documents. Assist, on an as needed basis, with the review and |
|issuance of licenses in the Renewal Unit. During the renewal period, this position will assist in processing all active and escrowed renewal applications, |
|which involves checking each application for accuracy and printing and mailing active licenses. |
|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 to least important. The total percentage of all duties performed must equal 100 percent. |
|Duty 1 |
|General Summary of Duty 1 % of Time 30 |
|Process and record dram-shop documents |
|Individual tasks related to the duty. |
|Receive, handle and answer numerous telephone and written inquiries from the interested parties, including licensees, applicants, attorneys, local law |
|enforcement agencies and the general public regarding dram shop information. |
|Review the proof of financial responsibility against acceptable criteria, making sure an acceptable carrier and signed by correct agent. |
|Enter the proofs of Financial Responsibility to the online program. |
|Verify and enter the cancellation and/or reinstatement notices against information contained in the online program. |
|Return incorrect documents to the insurance carrier for correction. |
|Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the Bureau. |
|Process Notice of Licenses in Escrow and notify licensees, appropriate local law enforcement agencies, appropriate enforcement district office and ADA’s. When|
|acceptable documents are received, process and notify aforementioned persons of Notice of Release of License from Escrow. |
|Review licensee records to insure there are no discrepancies in the data. |
|Make corrections and/or refer to other personnel for correction. |
|Duty 2 |
|General Summary of Duty 2 % of Time 30 |
|Update the online program for all transfer and new licenses contained in the daily batch |
|Individual tasks related to the duty. |
|From completed batch files update the licensee’s record to reflect a transfer of ownership in the business or update program to reflect the change in the |
|business. |
|If a cancellation notice is pending on the current licensee, retrieve the cancellation paperwork and update same. |
|For the new licensees in the batch files, update the online program to reflect the new coverage now on file for the new licensee. |
|Duty 3 |
|General Summary of Duty 3 % of Time 25 |
|Verify renewal applications during the annual renewal period. Renewal includes active (17,000), escrow (2,000), and Manufacturers and Salespersons licenses |
|(12,000). |
|Individual tasks related to the duty. |
|Assist with the count of all incoming applications during the designated renewal time to determine number of applications received and to gage workflow to meet|
|deadline on a daily basis. |
|Review application and check for accuracy, signatures, fees, etc. to make sure application is ready for processing. |
|Applications with impediments to the issuance of the license are forwarded to the appropriate unit for further processing. |
|After issuance, the applications are sorted in numeric or file number order as needed and forwarded for scanning. |
|Duty 4 |
|General Summary of Duty 4 % of Time 15 |
|Perform duties and tasks within the Renewal Unit |
|Individual tasks related to the duty. |
|Receive, handle and answer numerous telephone and written inquiries from interested parties, including licensees, applicants, attorneys, local law enforcement |
|agencies and the General public regarding renewal questions and license issuance concerns. |
|Process and update dram shop documents. |
|Provide assistance and information concerning licensee history and/or dram shop information to other staff members of the bureau. |
|Review and issue new licenses and permits from approved applications. |
|Duty 5 |
|General Summary of Duty 5 % of Time 10 |
|Other duties as assigned |
|Individual tasks related to the duty. |
|Other duties as they come up. |
|Duty 6 |
|General Summary of Duty 6 % of Time |
|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. |
|Independent judgment is exercised in the initial determination of whether the Proof of Financial Responsibility is acceptable based on statute. Numerous |
|telephone contacts and written communications are received which require the use of sound judgment and discretion in providing direction and guidance in the |
|proper application procedures to follow. The decisions made can affect this bureau, applicants, licensees, and the general public. |
| 17. Describe the types of decisions that require your supervisor’s review. |
|Interpretation of the Code, rules and requirements of the Commission |
| 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. |
|Work is performed in a standard office environment with computer and telephone usage. Ability to work under deadlines and pressure. |
| 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? |
|As outlined in Duty 1,2,3, 4 & 5 |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
| |
|This position will work in both the Insurance and Renewal Units. Updated PD due to vacancy. |
| 25. What is the function of the work area and how does this position fit into that function? |
| |
|The Licensing Division, Insurance and Renewal Units, are responsible for issuance and renewal of all types of licenses relating to sale, importation, and |
|distribution of alcoholic beverages in the State of Michigan. The Renewal Unit compiles, maintains, and updates all licensing information for all liquor |
|licensees in the State of Michigan. This unit processes all files received from applicants requesting new licenses or changes to their existing licenses or |
|licensed premises; processes all daily batch work of licensing transactions, editing, and expanding information on the Oracle database; preparing all documents|
|and proper packets to be explained and released to licensees. In addition, this unit provides information relative to licenses over the telephone to other |
|state agencies, local and federal governmental agencies, law enforcement agencies, insurance companies, attorneys, licensees, applicants, and the general |
|public. The function of the Insurance Unit is to maintain records pertaining to compliance with the provisions of MCL 436.22 et. seq. which requires proof of |
|financial responsibility for all licensees; disseminates information, determine acceptability and compliance of submitted documents, processes same, and issues|
|periodic reports on its activities. |
| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. |
|EDUCATION: |
|Educational level typically acquired through completion of high school. |
|EXPERIENCE: |
|WPA 5 – No specific type or amount is required. |
|WPA 6 – One year 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. |
|WPA E7 – Two years of administrative support experience, including one year equivalent to a 6-level administrative support classification, 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. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Accurate typing skills and the ability to communicate effectively, by phone, in writing, and in person. |
|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. |
| 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 Signature Date |
|TO BE FILLED OUT BY APPOINTING AUTHORITY |
| 28. 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 Signature Date |
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