CS-214 Position Description Form .us



CS-214Rev 11/2013Position CodeState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis 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/AgencyTechnology, Management & Budget3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Office of Retirement Services4.Civil Service Position Code Description10.DivisionDepartmental Analyst 9-11Plan Development & Compliance5.Working Title (What the agency calls the position)11.SectionDepartmental AnalystBenefit Plan Design6.Name and Position Code Description of Direct Supervisor12.UnitSarah Harwood; Department Manager 147.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkAllison Wardlaw; State Division Administrator 17Hybrid: Telework & Stevens T. Mason Building, 530 W. Allegan Street, Lansing, MI 48933 Monday – Friday, 8:00 a.m. – 5:00 p.m.14.General Summary of Function/Purpose of PositionThis position will provide tracking, management and analysis of administrative pension and health care contracts. This position will act as a liaison for customer healthcare escalations with the insurance carriers/vendors. This position will research and implement procedures and standards for new initiatives impacting the Office of Retirement Services and the Benefit Plan Design process. This position will coordinate the development and implementation and documentation of new business initiatives, coordinate special projects, and coordinate tasks related to business and policy development.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 1General Summary of Duty 1% of Time 60Track, manage and analyze administrative contracts related to pension and health care administration.Individual tasks related to the duty.Tracking and reporting remaining approved spend and value of administrative contracts related to pension and health administration. Research, compile and prepare reports and correspondence based on existing contracts. Perform cost/benefit analysis on proposed service contracts, vendor proposals and initiative designed to streamline administration.Tracking and reporting membership in health care administration, primarily in the form of monthly detailed and summary membership reports.Evaluate and research invoices from health care vendors and consultants.Foster cooperation and collaboration as it relates to healthcare communication to customers, across ORS processes (including ORS Customer Service insurance group and Customer Education), as well as with vendor partners and retiree orgs.Review ORS and vendor publications, forms, correspondence and other documents.Act as project lead in managing projects and assignments as they relate to healthcare.Maintain work plans for healthcare vendors.Respond to escalated customer inquiries, primarily regarding health care issues.Duty 2General Summary of Duty 2% of Time20Coordinate and conduct tasks related to compliance business and policy development. Manage the flow of recommendations through the business/policy development process, maintain documentation, maintain associated metrics, and conduct follow-up on assigned tasks. Individual tasks related to the duty.Understand retirement laws, regulations, and policies in a changing legislative climate. Analyze and interpret existing laws, policies, procedures and program operations, and recommend modification of policies and procedures to achieve great efficiency and effectiveness. Develop and recommend for approval changes to existing policies, procedures, standards and training plans to continue to meet the vision of the organization and promote improvement within the office. Develop program plans for the assigned area, including study and analysis of program data and formulation of policy.Coordinate the development and implementation of new business initiatives and special projects related to compliance.Develop, plan, test and implement new processes and/or programs related to compliance, including audits and HIPAA. Analyze problems to identify their scope and impact.Evaluate and propose potential solutions to these problems.Establish and carry out a project plan to address these solutions, including measuring the success of the project.Duty 3General Summary of Duty 3% of Time5Coordinate and conduct tasks related to compliance with the Affordable Care Act (ACA). Individual tasks related to the duty.Coordinate the 1095-B process for ORS, including the annual delivery of forms to customers as a well as submission to the IRS. Coordinate customer outreach associated with ACA.Duty 4General Summary of Duty 4% of Time5Coordinate and support tasks related to compliance with the Freedom of Information Act (FOIA)Individual tasks related to the duty.Work with the ORS lead FOIA Coordinator to ensure responses abide by statute.Coordinate with the other ORS processes to collect responsive data. Participate in statewide committee related to FOIA.Participate in ORS FOIA Management Team meetings.Duty 5General Summary of Duty 5% of Time10Other duties as assigned.Individual tasks related to the duty.Duty 6General Summary of Duty 6% of TimeIndividual tasks related to the duty.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Independent judgment is important in areas such as problem identification, project prioritization, and working with members of the systems and their employers.17.Describe the types of decisions that require the supervisor’s review.Issues of policy, procedure, law, or administrative rule; staffing changes; benefit interpretation; published materials. Approval of payments to vendors.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.Inflexible deadlines, ability to work flexibility and under pressure. Tact, patience and human understanding are essential in working with the diverse public and co-workers. Ability to respond to a variety of questions from an elderly segment of the population. This requires patience, understanding and the ability to communicate in a clear and effective manner both verbally and in writing. 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.)NAMECLASS TITLENAMECLASS TITLE20.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?23.What are the essential functions of this position?Track, approve and analyze administrative contracts related to pension and health care administration. Serve as a customer service liaison for health care escalations. Coordinate and conduct tasks related to business and policy development for our compliance work. Analyze and interpret existing laws, policies, procedures and program operations, and recommend modifications to policies and procedures to achieve greater efficiency and effectiveness. Serve as an organizational coordinator for ensuring compliance with the Affordable Care Act. Serve as support for the handling of FOIA requests.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.The responsibility and duties of coordinating and conducting tasks related to FOIA has been added to this position. Due to the increase in complexity of FOIA requests received by ORS this position has been supporting the lead ORS FOIA Coordinator as other duties as assigned. The support has became more routine, therefore this work should be captured in the position description.25.What is the function of the work area and how does this position fit into that function?Benefit Plan Design within the Office of Retirement Services is responsible for contract management, compliance, legislative/legal activities and governance. We identify 'what's next' in retiree benefits and support ‘what’s best’ in process performance. We anticipate the changing needs of customers and serve as stewards of the public trust. We provide solutions and share our expertise on retirement plans, healthcare, finance, contracts, legislation, strategic business management, and internal controls and compliance. This position supports provides analysis and recommendations related to the healthcare and compliance areas.26.What are the minimum education and experience qualifications needed to perform the essential functions of this position?EDUCATION:Minimum Civil Service requirements. Bachelor’s degree with experience in health care administration preferredEXPERIENCE:Minimum Civil Service requirementsKNOWLEDGE, SKILLS, AND ABILITIES:Should possess excellent written/verbal communication skills and organizational skills. Proficiency in working with personal computers, proofing and editing skills. Ability to create and present Power Point presentations; ability to create Visio flow charts; ability to effectively use Microsoft Outlook, Word, Access and Excel products. Additionally, tact, patience and human understanding are essential in dealing with the public and co-workers. Negotiation skills are preferable.CERTIFICATES, LICENSES, REGISTRATIONS:NoneNOTE: 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 SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate 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 SignatureDateTO BE FILLED OUT BY EMPLOYEEI 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 SignatureDateNOTE: Make a copy of this form for your records. ................
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