POSITION DESCRIPTION

State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002

Lansing, MI 48909

POSITION DESCRIPTION

Position Code

1. STUDASTEC61R

This 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/Agency

TRANSPORTATION CENTRAL OFFICE

3. Employee Identification Number

9. Bureau (Institution, Board, or Commission)

Bureau of Finance and Administration

4. Civil Service Position Code Description

STUDENT ASSISTANT-E

10. Division

Accounting Services

5. Working Title (What the agency calls the position)

Student Assistant

11. Section

Accounts Receivable

6. Name and Position Code Description of Direct Supervisor

CARTER, LORRENE; ADMINISTRATIVE TECH SUPV-1

12. Unit

Cash Receipting

7. Name and Position Code Description of Second Level Supervisor

13. Work Location (City and Address)/Hours of Work

EDEN, LINDA S; STATE ADMINISTRATIVE MANAGER-1 425 W. Ottawa Street, Lansing, Mi / 129 hours/month

14. General Summary of Function/Purpose of Position

This position assists in the daily opening and processing of mail for four agencies: Department of Transportation (MDOT), Department of Natural Resources (DNR), Department of Environment, Great Lakes, and Energy (EGLE), and the Department of Agriculture and Rural Development (DARD). This position also assists in handling record retention for the Division and provides accurate filing and timeliness in retrieval of financial documents for the Accounting Services Division (ASD) and non-department users. Other duties include scanning files and other general office support.

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:

Percentage: 80

Open, stamp, and separate incoming cashier mail/checks for Accounting Services Division (ASD).

Individual tasks related to the duty:

Open mail, sort, count, code, and document various materials such as bills, vouchers, applications, etc. for the ASD. Prepare cash logs and adding machine tapes. Compare documents, form,s and other material for accuracy and completeness. Record batch information and route to appropriate party. Receive money for licenses, services, or taxes; may assist with preparation of deposits.

Duty 2

General Summary:

Percentage: 10

Identify, sort, and accurately file large quantities of financial documentation. Conduct off-site Department of Technology, Management, and Budget (DTMB) retrieval searches for miscellaneous information and documentation medias. Perform purges for ASD files per state/divisional retention requirements. Assure retention and purging schedules for files are kept current and accurate.

Individual tasks related to the duty:

Assist in purging of unit files per state/division retention requirements. Identify, sort, and accurately file large quantities of financial documentation. Identify and retrieve documents for DTMB Records Center storage by using state system(s). Fulfill requests for immediate file retrievals for the Accounts Payable Section and the ASD and/or refer requests for financial information. Identify, list, box, label, and transport records for DTMB Records Center storage. Prepare documents to be sent to Records Center to be scanned.

Duty 3

General Summary:

Percentage: 10

Operate and maintain miscellaneous office equipment and provide office support as assigned.

Individual tasks related to the duty:

Operate, maintain, and assist ASD staff with reproductive and retrieval machines such as copiers, printers, scanners, reader/printers, and

facsimiles.

Assist Division Secretaries in special assignments/tasks as requested. Other duties as assigned.

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

Most decisions are made utilizing established policies, procedures, and guidelines.

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

Identification of documentation new to the file area and/or new policies and procedures to be implemented per administrative mandate. Signatures/approvals for acquisitions of additional equipment if the decision involves a policy change.

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.

Requires prolonged interaction with video display terminal and keyboard. Extensive wrist and hand movement to sort, file, retrieve, and purge. Lifting conditions: files/boxes can weigh up to 10+ pounds (per container) during the work shift. Retrieving files to assist internal/external customers. Exposure to reproductive chemicals, paper and cardboard, dust, traffic created by multiple file users, and constant noise by cameras, scanners, reader/printers, copiers, and laser printing operations.

19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, on-going basis.

Additional Subordinates

20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):

N

Complete and sign service ratings.

N

Provide formal written counseling.

N

Approve leave requests.

N

Approve time and attendance.

N

Orally reprimand.

N Assign work. N Approve work. N Review work.

N Provide guidance on work methods. N 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?

Daily opening of mail and the processing of cash receipts. This position also provides accurate filing and timeliness in retrieval of financial documents for the ASD and non-department users. Maintenance of ASD documents that include filing, retrieval of files, and organization of documents. Responsible for assisting internal/external customers with questions regarding project files. Data entry of financial information and verification for accuracy of information. Perform purges of ASD files per state/divisional retention requirements.

24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.

25. What is the function of the work area and how does this position fit into that function?

Provide a central resource room used by employees throughout MDOT. This position may assist with questions and file/information retrieval and provides data entry support to automated financial systems within ASD.

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

EDUCATION:

Current enrollment in high school, vocational or technical school, or post-secondary educational institution.

EXPERIENCE:

Student Assistant A No specific type or amount is required.

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to operate personal computer; proficiency with Microsoft Office; ability to utilize copy and facsimile equipment; organizational filing skills and the ability to alphabetize, numerically rank, file, sort, and batch documents; basic mathematical skills; ability to follow oral and written instructions and communicate effectively with others; knowledge of records retention and maintain retention schedules.

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.

Supervisor

Date

TO BE FILLED OUT BY APPOINTING AUTHORITY

Indicate any exceptions or additions to the statements of employee or supervisors.

None

I certify that the entries on these pages are accurate and complete.

KELSEA COLE

Appointing Authority

3/13/2020

Date

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

Date

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