PDReport .us



DRAFT MAY 13, 2019State of MichiganCivil Service CommissionPosition Code1. COMNREPAA83NCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete the information 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/AgencyTECH, MGMT AND BUDGET - MB3. Employee Identification Number9. Bureau (Institution, Board, or Commission)CHIEF DEPUTY DIRECTOR4. Civil Service Position Code Description10. DivisionCommunications Rep-AOffice of Good Government (OGG)5. Working Title (What the agency calls the position)11. SectionCommunications Representative 126. Name and Position Code Description of Direct Supervisor12. UnitWILLEMS, JAMES; STATE ADMINISTRATIVE MANAGER-1 157. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkFITZPATRICK, JOHN R; STATE DIVISION ADMINISTRATOR 17111 S. Capitol, Lansing, MI / 8:00a.m. - 5:00p.m. 14. General Summary of Function/Purpose of PositionThis position functions as a recognized resource for enterprise internal/external communication coordinator for the Office of Good Government (OGG). This position is responsible for drafting and disseminating communications materials related to the vision of the governor and the mission of the OGG. Position will interact with Executive Office of the Governor Communications, state departments at all levels (front-line to Department Director), and DTMB Communications. The position will be responsible for executing multifaceted communication plans and coordinating events that showcase employee engagement and recognition activities throughout state government.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 1General Summary of Duty 1% of Time50Serve as the recognized resource for OGG’s internal and external communications. Individual tasks related to the duty.As a recognized resource for internal/external communications, participate in strategic office initiatives, identify effective methods of communicating to OGG customers and State employees, and develop and implement associated communication plans.Develop and execute communications plans that promote the employee engagement and recognition activities occurring throughout state government.Work with the Governor’s Communication Office to incorporate the strategic vision of the governor and identify opportunities for recognition messaging from the governor and lieutenant governor. In coordination with the Governor’s Communication Office, plan and execute dynamic recognition events for state employees that feature the governor and lieutenant governor.Assist OGG areas with their communications needs. Analyze programs, determine appropriate audiences and develop strategies and materials for offices to send to customers and employees, ensuring an accurate consistent professional image for communications.Assemble and distribute monthly newsletters to all state employees.Serve as the primary contact for developing and coordinating statewide distributions from OGG such as:Requesting annual nominations for the OGG's leadership development training program;Sending invitations for quarterly leadership sessions to around 3,000 Good Government Champions across departmentsAnalyze and report communication metrics to management to continually find ways to improve communications to internal and external stakeholders and/or partners.Develop and design a variety of communication materials for the OGG including, but not limited to, brochures, banners, signage, flyers, presentations and marketing materials.Duty 2General Summary of Duty 2% of Time30Serve as the recognized resource to develop, manage and maintain the OGG external/internal website portal and social media channels.Individual tasks related to the duty.Identify timely story ideas about current events and initiatives from departments related to good government. Research, develop and write feature articles which involve interviewing state employees from individual performers to department directors.Analyze feedback about the sites and use the information to make improvementsManage overall OGG website portal content overseeing development efforts for this portalWork with DTMB Communications and Executive Office of the Governor Communications in the development and refinement of information supporting the thematic presentation of content for the OGG website portalCoordinate the increased adoption of the use of social media services within OGG externally (Facebook and Website) and internally (SharePoint).? Creates strategic social medial plans to help OGG reach a variety of communication goals.Duty 3General Summary of Duty 3% of Time 20Other duties as required.Individual tasks related to the duty.Act as a liaison with other agencies and organizations to coordinate OGG programs.Develop and distribute handouts, news releases and other communications materials as requested from OGG, DTMB Communications, and Executive Office of the Governor Communications.Plan and implement activities including but not limited to trainings, presentations, events and meetings.Attend and represent OGG at various state government and industry events.As requested, take on the role of the OGG public information officer with the news media.Create and maintain style guides for various OGG communications.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. This position prepares both external and internal communication and determines communication strategy for citizens and all state employees. Also facilitates and coordinates communications with agencies at all levels (front-line to Department Director), DTMB Communications and Executive Office of the Governor Communications. In addition, this position also interfaces with media, coordinates OGG outreach events and oversees external social media for the OGG.17. Describe the types of decisions that require the supervisor's review. Politically sensitive and complex issues.18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Traditional office environment, including travel to/from events. Pressure of time constraints; duties may involve working past normal “8:00-5:00” hours under certain circumstances.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.Additional Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):NComplete and sign service ratings.NAssign work.NProvide formal written counseling.NApprove work.NNApprove leave requests.Review work.NApprove time and attendance.NProvide guidance on work methods.NOrally reprimand.NTrain 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?Duties are outlined in the position description. Position serves as the recognized communications expert for the Office of Good Government (OGG).24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.Initially the focus of this position was assisting in communication activities for the Office of Good Government (OGG) with limited department interaction taking direction from the Department of Licensing and Regulatory Affairs (LARA) Communications Office. In early 2016, when the Office of Performance and Transformation (OPT) was formed, this position evolved into being the recognized resource for all communication activities for the OPT. As part of the split from the LARA Communications team, this position's responsibilities expanded to implement the communication strategy for the OPT including interaction with state departments at all levels including front-line to Department Directors. In April 2019, the OGG became part of Department of Technology, Management and Budget (DTMB) and the OPT was disbanded. This position is now responsible for implementing the communication strategy for the OGG including interaction with state agencies at all levels (front-line to Department Director), DTMB Communications and Executive Office of the Governor Communications.25. What is the function of the work area and how does this position fit into that function?The work area informs, educates and promotes the office’s programs and services to the general public, news media, legislature, government officials, business and educational leaders and others. The responsibility of this position is essential in assisting the office in meeting these goals.26. 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 English, journalism, communications, broadcasting, telecommunications, advertising, communication arts, public relations or a related field.EXPERIENCE:Communications Representative P12Three years of professional experience in preparing and disseminating informational and promotional materials equivalent to a Communications Representative, including one-year equivalent to a Communications Representative P11.KNOWLEDGE, SKILLS, AND ABILITIES:Advanced interpersonal and communications skills; writing, speaking, listening and advising. Ability to write about complicated issues in more simplified “layman’s” terms. Ability to plan and execute communication projects within time constraints. Ability to develop strong working relationships with staff, stakeholders and media members. Ability to perform under high stress situations, to manage multiple projects independently and meet deadlines. Personal tact, integrity and exceptional judgments CERTIFICATES, LICENSES, REGISTRATIONS:None.NOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of 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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.None.I certify that the entries on these pages are accurate and complete.LAURA TURNER2/28/2018Appointing AuthorityDateI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.EmployeeDate ................
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