CS-214 Position Description Form
|CS-214 | | 1. Position Code |
|REV 8/2007 | |SECRTRYAB10R |
| |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 |
|VACANT |Michigan Department of Health & Human Services |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |Bureau of Epidemiology & Population Health |
| 4. Civil Service Classification of Position | 10. Division |
|Secretary 9 |Division for Vital Records & Health Statistics |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|Secretary 9 |Vital Records & Health Data Development Section |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
|Tamara Weaver, SAM1 |Administrative |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|Glenn Copeland, SOA 17 |333 S. Grand Bldg, 2rd Floor, Lansing |
| |Monday – Friday 8:00 am – 5:00 pm |
| 14. General Summary of Function/Purpose of Position |
|Serves as secretary to the State Administrator Manager of the Vital Records and Health Data Services Section, and performs a full range of secretarial and |
|administrative support tasks including: maintaining files and providing administrative support for the Section, managing building maintenance and problem |
|reporting. Instructs staff as to guidelines, policies and generally manages and coordinates section activities. Replies to correspondence received, both |
|written and verbal. Responsible for preparing reports, documents, publications and audits timekeeping reports for five TKU’s. Serves as liaison for Section |
|chief and staff. Maintains personnel files and records, submits information to Human Resources when appropriate. Provides information to management staff |
|regarding provisions necessary to perform daily operations. Responsible for designing and maintaining multiple forms and applications. Handles a variety of |
|assignment that relate to resolving problems within the vital statistics system and that relate with the dissemination of instructions and training. |
|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 25 |
|Serves as secretary to the State Administrator Manager of the Vital Records and Health Data Development Section, and performs a full range of secretarial and |
|administrative support tasks in an efficient and timely manner. |
|Individual tasks related to the duty. |
|Maintain files for administrative duties, including personnel actions and contractual agreements |
|Provide administrative support for the Section |
|Primary person to report office issues for liaison duties or resolution |
|Responsible for circulating information and correspondence received by staff (i.e. telephone bills, departmental notifications, department policies, etc) |
|Maintain personnel database and individual employee personnel files |
|Uses computer skills to prepare Requests for Proposals, Position Descriptions, Contracts, Publications, Reports, and letter formats pertaining to unit |
|functions. |
|Uses computer skills to prepare travel vouchers, payment vouchers, order requisitions, etc. |
|Responsible for time keeping and auditing duties for all staff |
|Act as liaison for contractors outside the office |
|Duty 2 |
|General Summary of Duty 2 % of Time 20 |
|Responsible for preparing and mailing replies to inquiries / correspondence from individuals, agencies, and organizations, responding to requests for specific |
|documentation included in case files, and preparing documents, reports, publications, etc. using several different software applications. Responsible for |
|coordinating office activities and providing secretarial support to the State Administrator Manager. |
|Individual tasks related to the duty. |
|Prepares replies to inquiries/correspondence received from individuals, agencies, and organizations both inside and outside the department. |
|Prepares responses to executive inquiries sent by the Director’s Office and Governor’s Office. |
|Backup for the Data Development Manager in handling Legislative inquiries. |
|Receives and prepares replies to requests for information concerning the registration and filing of vital records. |
|Drafts technical responses for manager after being given oral instructions for information to be included. |
|Responsible for scheduling conference rooms and meetings. |
|Retain customer correspondence in accordance to Department retention guidelines. |
|Performs all tasks accurately and in an efficient and timely manner. |
|Duty 3 |
|General Summary of Duty 3 % of Time 15 |
|Responsible for receiving telephone calls and screening callers and visitors, provide information or refer callers to the appropriate staff member or another |
|agency, answers inquiries requiring a knowledge of manager’s viewpoint or established guidelines or rules. Make independent judgment decisions and responds to|
|requests based on interpretation of laws, guidelines and manager’s viewpoint. Perform these tasks in an efficient and timely manner, as specified by manager. |
|Individual tasks related to the duty. |
|Answer incoming phone calls and handle irate or hostile callers in an efficient and timely manner |
|Respond to questions from the public and other agencies regarding the registration and filing of vital records and office policies and procedures |
|Transfer callers to appropriate staff |
|Duty 4 |
|General Summary of Duty 4 % of Time 15 |
|Serves as liaison for Section Manager and staff. Maintains reference notebooks and electronic files for external groups, managerial and staff use. |
|Individual tasks related to the duty. |
|Transmit specific information from manager to staff members and departmental personnel |
|Provide support for the Office of the State Registrar. |
|Personnel liaison with division secretary for Human Resources in hiring new employees |
|Set up interviews for prospective new employees |
|Responsible for conveying the State Administrator Manager’s instructions and policies etc. to the public and staff |
|Maintain referential notebook regarding State Registrar recommendations, instructions and legal opinions |
|Update and maintain employee “Emergency Contact” telephone listing, as well as the Emergency Call Tree. |
|Coordinate personnel |
|Format and update policies and procedures |
|Perform these tasks in an accurate, efficient and timely manner |
|Duty 5 |
|General Summary of Duty 5 % of Time 10 |
|Provides information to management staff regarding provisions necessary to perform daily operations. Act as back up to liaison between building owner, |
|department and building personnel. |
|Individual tasks related to the duty. |
|Responsible for back up activities to division secretary for reporting malfunctions, problems and handling problems with security system |
|Responsible for back up activities to the division secretary with maintenance personnel for building upkeep and repairs |
|Monitor monthly office telephone bills and distribute to managers/supervisors |
|Duty 6 |
|General Summary of Duty 6 % of Time 5 |
|Set up meetings, prepare agendas, take minutes as required, keep records of proceedings and send out pre and post meeting material accurately and in an |
|efficient and timely manner. |
|Individual tasks related to the duty. |
|Notify personnel of meeting time and place, and distribute both pre and post meeting material(s) |
|Attend all scheduled management meetings |
|Arrange for a meeting room |
|Prepare agendas, minutes, etc. |
|Take and transcribe minutes of meetings |
|Arrange conference calls |
|Schedule conference rooms and meetings |
|Provide any equipment necessary for meetings |
|Duty 7 |
|General Summary of Duty 7 % of Time 5 |
|Handles training and development of training and instruction manuals for county clerks, local clerks, hospitals and licensed funeral directors, as well as for |
|the vital records office. Also responsible for distribution of matter to cancer reporting and birth defects. |
|Individual tasks related to the duty. |
|Set up, maintenance, coordination and release of various instructional manuals developed within the section which cover a variety of topics |
|Distribute to all applicable personnel, such as county clerks, local clerks, hospitals and licensed funeral directors, as well as cancer reporting and the |
|reporting of birth defects. |
|Handle any updates, rescissions or additions to these manuals. |
|Arrange for trainings and workshops with groups, including preparing agendas, materials for presentations, insuring conference rooms, lunch accommodations, and|
|arrangements for division employees for overnight stays associated with workshops. |
|Compose and prepare written correspondence as needed to establish arrangements. |
|Must maintain records of attendees and summarize overall attendance of each workshop or training session. |
|Maintain a permanent packet with attendance records and all documentation for each workshop or training session. |
|Duty 8 |
|General Summary of Duty 8 % of Time 5 |
|Miscellaneous tasks and other duties as assigned. |
|Individual tasks related to the duty. |
|Create forms, applications or documentation when required |
|Research vital record related issues |
|Serves as health and safety monitor |
|Schedule, prepare paperwork and coordinate surveys |
|Maintain a current contact listing for all local city/county registrars as well as courts |
| |
| 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. |
|The person in this position makes independent judgements and decisions on how to respond to requests from the public and other state agencies. |
|Receives requests for documentation and after discussion with requestor, advises exactly how the requestor can obtain the documentation, and determines what |
|information needs to be submitted. |
|In the absence of immediate manager, often makes decisions and relays information to other personnel or outside agencies. |
|Interprets Department Policies and/or Procedures and must guide staff through appropriate process. |
| 17. Describe the types of decisions that require your supervisor’s review. |
|If there are issues with prioritization, the employee would seek manager to make determination. |
|If a request is submitted that is not in the purview of this position, or if an irate caller wants to talk to the manager |
|When there is a dispute concerning a policy or procedure and the employee feels the manager should interpret the action |
| 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. |
|Typical activities associated with an office environment, including occasional entry into a temperature/humidity controlled vault. |
| 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 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? |
|Serves as secretary to the State Administrator Manager of the Vital Records and Health Data Development Section, and performs a full range of secretarial and |
|administrative support tasks including: maintaining files and providing administrative support for the Section and managing building maintenance and problem |
|reporting. |
|Instructs staff as to guidelines and policies, and generally manages and coordinates section activities. |
|Replies to correspondence received, both written and verbal. |
|Responsible for preparing reports, documents, publications. |
|Serves as liaison for Section chief and staff. |
|Maintains personnel files and records, and submits information to Human Resources when appropriate. |
|Provides information to management staff regarding provisions necessary to perform daily operations. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|The Office of Vital Records and Health Data Development Section of the Division of Vital Records and Health Statistics is a very dynamic office with State, |
|Federal and interoffice requirements changing frequently. This support position is an essential employee of the office and must be able to multi-task and |
|change with the office. |
| 25. What is the function of the work area and how does this position fit into that function? |
|The function of this office is to provide vital records and information to eligible parties that request them. It is a multi-faceted issue, since the post |
|9/11 laws have made these eligibility requirements even more restrictive and the office is more accountable. |
| 26. What are minimum education and experience qualifications needed to perform essential functions of this position? |
| |
|This position. |
|EDUCATION: |
|High School Graduate |
|EXPERIENCE: |
|One year of general office experience involving secretarial duties. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Thorough knowledge of correct English usage, spelling and punctuation. Considerable knowledge of the organization and maintenance of a filing system. |
|Considerable word processing skills required, as well as knowledge of the Publisher and Access software. Must possess the ability to compose correspondence, |
|prepare reports, reference materials and organize data, maintain composure during stressful situations occurring as a result of workloads and/or deadlines, and|
|be able to communicate effectively. |
|CERTIFICATES, LICENSES, REGISTRATIONS: Position is designated as sensitive requiring security clearance. |
|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 |
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related searches
- position description library
- veterans affairs position description library
- msa position description va
- position description template
- federal government position description library
- position description vs job description
- dod position description library
- federal government position description database
- program manager position description gsa
- gs position description library
- air force position description library
- budget analyst position description opm