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 |

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