CS-214 Position Description Form .us
|CS-214 | | Position Code |
|Rev 11/2013 | |GNOFASTEP34R |
| |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) |
| |Bureau of Fire Services |
| 4.Civil Service Position Code Description |10. Division |
|General Office Assistant-E 5-7 |Administration |
| 5.Working Title (What the agency calls the position) |11. Section |
|General Office Assistant | |
| 6.Name and Position Code Description of Direct Supervisor |12. Unit |
|Ann Searles, State Office Administrator 17 | |
| 7.Name and Position Code Description of Second Level Supervisor |13. Work Location (City and Address)/Hours of Work |
|Kevin Sehlmeyer, Senior Management Executive 19 |3101 Technology Blvd, Suite H, Lansing, MI 48910 |
| |8:00 AM to 5:00 PM; Monday through Friday |
| 14. General Summary of Function/Purpose of Position |
|This position is responsible for providing a variety of general office support assignments essential to the Plan Review Division and Fireworks program within |
|the Bureau of Fire Services. Duties include: data entry, processing incoming plan submittals and fireworks application documents, generating correspondence, |
|entering fees and processing refund requests, generating invoices and treasury debt referrals, filing and maintaining facility records. This position shall |
|also provide assistance to the bureau’s main reception desk. In this role, this position will serve as the first point of contact for the bureau and is |
|required to answer a multi-line telephone and provide general information to callers as well as screen and forward calls to appropriate staff. In a back-up |
|capacity, this position shall also provide assistance for making payments in SIGMA. |
| 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 % of Time 45% |
|Provide assistance to the Plan Review Division. |
| |
|Individual tasks related to the duty. |
|Enter/update information in bureau databases, including plan submittals and fees. |
|Receive plans/specification submittals and related correspondence from the regulated community; review information for completeness and accuracy. Documents |
|may be submitted at various stages, which requires decisions to determine correlation with appropriate project. |
|Process refund requests and payments. |
|Generate correspondence to certified firms and qualified persons. |
|Answer inquiries from architects, engineers and other members of the regulated community regarding project submittals and procedures. |
|Interact with bureau staff concerning project submittals. |
|File and manage records system. |
|Perform related work as assigned. |
| |
|Duty 2 |
|General Summary of Duty 2 % of Time 30% |
|Provide assistance to the bureau’s reception desk. |
| |
|Individual tasks related to the duty. |
|First point of contact with the public, other state departments, legislators and the fire service; sign in guests and customers. |
|Answer multi-line telephone and provide general information to callers. |
|Screen and forward calls to appropriate staff or office in accordance with established policies and procedures; respond to general inquires. |
|Communicate professionally and effectively with other staff and customers. |
|Open and date stamp incoming mail; sort and distribute incoming mail to staff. |
|Sort, alphabetize and/or place documents in numerical order for filing, storage and processing. |
|Assist with NFIRS password resets. |
|Assist with records retention; organize, maintain and/or purge files and documents. |
|Reserve conference rooms for staff. |
|Operate standard office equipment. |
|Perform related work as assigned. |
| |
|Duty 3 |
|General Summary of Duty 3 % of Time 20% |
|Provide assistance to the Fireworks program. |
| |
|Individual tasks related to the duty. |
|Enter/update information in various databases and spreadsheets. |
|Assist with processing applications; determine appropriate fees, review sales tax information and ensure required documents have been submitted. |
|Issue certificates for approved applications; generate correspondence when additional documentation is needed. |
|Process fireworks citation payment validations; scan and save to appropriate file. |
|Generate and send fireworks invoices to citation recipients with outstanding fines; submit treasury debt referrals as needed. |
|Update citation files, database and logs with payment information. |
|Notify appropriate staff of payment received; notify staff of any citations paid in full for auction purposes. |
|Answer telephone inquiries and monitor the Fireworks telephone line. |
|Perform related work as assigned. |
| |
|Duty 4 |
|General Summary of Duty 4 % of Time 5 |
|Serve as a back-up for making payments through the SIGMA system. |
| |
|Individual tasks related to the duty. |
|Review and reconcile invoices submitted for payment. |
|Establish direct vouchers or requisitions in SIGMA for payments. |
|Scan and save payment records to appropriate file. |
|Enter, retrieve, update, verify and/or edit payment files. |
|Perform related work as assigned. |
| |
| 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. |
|Determine priority of work assignments according to bureau policies and procedures. |
|Enter/update information in databases and bureau records. |
|Determine appropriate materials for routine requests for information. |
| |
| 17. Describe the types of decisions that require the supervisor’s review. |
|Determination of resolution of conflicting information. |
|Decisions concerning bureau policy. |
|Issues outside of the prescribed procedures. |
| |
| 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. |
|Daily exposure to personal computer. |
|Operate standard office equipment. |
|Duties may require the employee to bend, reach, stoop or stand for extended periods of time. |
| 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? |
|To provide a variety of general office support assignments essential to bureau functions relating to plan review, fireworks, payments and reception area tasks.|
| |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|This position will be the backup for entering payments into the SIGMA system, as MAIN was eliminated. |
| |
| 25. What is the function of the work area and how does this position fit into that function? |
|This position is responsible for providing general office support to Administration (reception area and MAIN payments), the Plan Review Division and Fireworks |
|program. |
| |
| 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: |
|General Office Assistant 5: |
|No specific type or amount of experience is required. |
| |
|General Office Assistant 6: |
|One year of administrative support experience. |
| |
|General Office Assistant 7: |
|Two years of administrative support experience, including one year equivalent to the intermediate level. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Knowledge of general office practices, such as filing and record keeping. Ability to communicate effectively using correct English usage and grammar. Ability|
|to determine work priorities and to follow, apply, interpret and explain instructions, and meet schedules/deadlines of the work area. Ability to compare data |
|from a variety of sources for accuracy, completeness, grammar and format. |
| |
|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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