CS-214 Position Description Form



Or tCS-214REV 5/20021.Position CodeState of MichiganDepartment of Civil ServiceCapitol Commons Center, P.O. Box 30002Lansing, MI 48909Federal privacy laws and/or state confidentiality requirements protect a portion of this information.POSITION DESCRIPTIONThis 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.)TBD8.Department/AgencyATTORNEY GENERAL3.Employee Identification NumberTBD9.Bureau (Institution, Board, or Commission)state regulatory practice group4.Civil Service Classification of PositionDepartmental Analyst 10.DivisionREVENUE AND COLLECTIONS5.Working Title of Position (What the agency titles the position)DEPARTMENTAL Analyst 11.Section6.Name and Classification of Direct SupervisorMargaret A. BartindaleAttorney Administrator-212.Unit7.Name and Classification of Next Higher Level SupervisorBradley K. MortonAttorney Administrator-3Work Location (City and Address)/Hours of Work3030 W. Grand Blvd, detroit, mi 48202 mon -- Fri 8:00 am to 5:00 pm14.General Summary of Function/Purpose of PositionThis position performs analytical and confidential duties for the Assistant Attorneys General who provide legal services for the Department of Attorney General, Revenue and Collections Division specifically in the areas of the State Correctional Facility Reimbursement Act (SCFRA) and the general collection of money owed the State. The position duties include independent, highly technical professional research and analysis assignments for the purpose of evaluation, assessment, planning, development, and implementation of the SCFRA program: skip tracing, managing process server assignments and payments, reconciling the processing of payment instruments by the Division, scrutinizing and prioritizing intake information on inmates with potential assets, independently initiating new referrals through a computer review and referral process, reviewing and evaluating financial documents and prison reports. This individual also conducts interviews by phone to follow up on leads and track payments. This individual assists in the preparation of reports for all types of collection programs handled by the Division, prepares and conducts outreach and training regarding collection activities and develops and drafts procedures and forms to facilitate collection activities performed by the Division. The individual also acts as a liaison for the Department and answers inquiries regarding the function, process, rules and regulations of the collection activities and SCFRA and assists in developing recommendations for legislative proposals. The individual is also responsible to interact with outside counsel asserting fine points of law on behalf of the Revenue & Collections Division. Lastly, the position performs all work as determine appropriate relating to the review of financial information and preparation for litigation aimed towards the collection of money due and owing the State.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 75% of Time Independently review and analyze leads and conduct investigative functions relating to general collection activities, bankruptcy and SCFRA. Conduct phone inquiries and complete intake evaluations for possible collections. Request and review asset/financial information from State and external databases and sources. Draft subpoenas and review subpoena responses for financial/asset information. Provide statutory analyses as necessary. Assist in the preparation and pursuit of litigation with the assigned Assistant Attorneys General.Individual tasks related to the duty.Utilize various search engines, computer systems and programs to locate individuals, partnerships, corporations and resident agents.Independently request and evaluate information/leads from external sources such as the Department of Treasury, Department of Corrections and financial institutions to identify and locate assets of debtors. Utilize various search engines, computer systems and programs to access necessary financial information and compile reports. Examples of systems include: Michigan Department of Treasury systems, income tax systems, Michigan Secretary of State records, and Michigan Department of Corrections' records. Independently scrutinize information and assess sources of relevant facts to determine value, source, ownership and location of asset subject to collection. Request, analyze and review public records (i.e. court and property records) and financial documents.Draft subpoenas and review subpoena responses as a liaison for assigned Assistant Attorneys General. Independently evaluate financial documents, including tax records and electronic records, to determine the feasibility of collection. Provide in-depth analysis of gathered data and information to attorneys necessary for the preparation of pleadings. Prepare summary sheets, including intake information, litigation summary, etc.Create and maintain reporting mechanisms to track files referred from Treasury.Assist in the tickle/review of assigned cases.Respond to phone calls and inquiries regarding administrative subpoena details and authority.Assess, and when required report on, the veracity and dependability of lead sources as a liaison with the assigned AAG.Gather information or, as assigned, handle negotiations with inmate relatives, friends and attorneys asserting an interest in the assets (i.e. funeral homes for life insurance proceeds, child support information) or towards settlements in lieu of suit.Independently work with Department staff, including attorneys, in other Divisions to gather general and specific information on inmates, State programs (i.e. Medicaid, professional licensing), policies and procedures (i.e. MDoC practices and policies as to inmate allotments, inmate grievance processes, dietary restrictions, medical provisions). Forge positive relationships with other State agencies to facilitate the referral of information and leads (i.e. Lottery, Human Services, Secretary of State, Treasury, MDoC – facility, parole agents and legal staff). Facilitate positive relations with other governmental agencies (i.e. County Registers of Deeds, Birth and Death Records, Prosecutor Offices, Corporate Counsel, VA, Social Security). Investigate, analyze and organize all proofs necessary for fraudulent conveyance claims. Duty 2General Summary of Duty 2 13% of TimeFile litigation. Take referrals of litigation files from Assistant Attorneys General, analyze file investigation and litigation records and take necessary measures to follow up on collection. Perform functions independently or in conjunction with assigned attorney, as appropriate. Individual tasks related to the duty.File new litigation in local circuit courts. Follow up with court personnel, including clerks, research attorneys and judges, to explain and advocate for the entry of orders temporarily freezing assets. If payments are not being made in accordance with court orders, processes referrals of litigation files from Assistant Attorneys General including insuring that electronic case tracking records are accurate. Review investigation and litigation records of referred files and analyze requirements of the court order, whether service was appropriately effectuated, source and credibility of the information on the asset and whether that information is appropriately current. Independently strategize and plan the best source and avenue to collect information on the current status and location of the asset and take steps necessary to collect information.After independent review of records, updates information for action by the Assistant Attorneys General.Duty 3General Summary of Duty 3 5% of TimeDevelop and implement policy and procedures to further the collection of money owed the State. Research, collect, consolidate, analyze and maintain data necessary to meet SCFRA reporting and evaluation requirements.Individual tasks related to the duty.Develop forms for use in the intake process, litigation preparation, and collection activities.Development of processes to move cases from intake to investigation to litigation to collections and eventually closing.Review legislation and make recommendations.Analyze on-going program operations and recommend and develop modifications of policies and procedures to achieve greater efficiency and effectiveness of collections processes.Meet with various AG staff to develop relationships and information sharing.Upon request and with necessary authorization, provide training for Department and Division staff on investigations, collections and State agency databases. Forge positive relationships with financial and insurance institutions to facilitate the responsiveness to inquiries.Duty 4General Summary of Duty 4 2% of TimePerform general office duties related to investigative tasks. Individual tasks related to the duty.Answering the telephone, copying various financial records and information, faxing information to and from Treasury, prisons and other entities, preparing and transmitting memos, reviewing financial documentation and other legal documents used in the process and litigation of general collection, bankruptcy and SCFRA cases. Create and maintain investigative files. Assist in creating litigation files.Duty 5General Summary of Duty 5 5% of TimeSpearhead assignment of responsibility for imprest account. Work in conjunction with the Attorney General Fiscal Management staff to process requests for issuance of warrants for Detroit-based staff in compliance with Department and State requirements. Process requests for imprest checks in the Detroit office of the Department of Attorney General in compliance with Department and State requirements.Individual tasks related to the duty.Review requests for imprest checks. Work in conjunction with AG Fiscal Management staff (Lansing) to respond to unusual requests.Prepare checks timely for staff located in the Detroit office.Maintain records and submits statements to AG Fiscal Management as required by Department standards and in compliance with audit requirements.Coordinate schedules to ensure coverage for the review and processing of imprest warrants.Provide training and address questions raised by staff in regards to the imprest process and restrictions on disbursements. Stay abreast of changes in legislation and court rules impacting fees and costs. Circulate information of changes to affected staff. Duty 6General Summary of Duty 6% of Time FORMTEXT ?? Individual tasks related to the duty. FORMTEXT ????? 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.- Obtain and objectively review sensitive and confidential legal, financial and tax information in determining the location of debtors, the likelihood assets exist and the feasibility of collecting the asset.- Obtain and discreetly and objectively disclose sensitive and confidential legal and financial information to the AAGs assigned to the cases.- Interpret and apply general collection and SCFRA statutory requirements, Department policies, procedures and guidelines in the preparation of documents necessary for the litigation and collection process.- Identify and correct any errors, discrepancies or other items of non-compliance with statutory requirements and Department policies, procedures and guidelines.- Identify problems and recommend changes to expedite the processing of the files from investigation to litigation and on to collection.- Maintain favorable public relations and communicate effectively with the Department of Treasury, Department of Corrections, various state correctional facilities, AAGs, other Departments of Attorney General and the public. 17.Describe the types of decisions that require your supervisor’s review.Supervisory review is necessary for extremely advanced or complex asset or taxpayer location and when interpretation under general collection laws and SCFRA is required. Interaction and consultation with AAGs assigned to the litigation is required in extremely advanced or complex investigations, preparing and issuing administrative subpoenas and when contacted by debtors, inmates or representatives of debtors or inmates desiring to resolve a suit or potential suit. 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.Work is typically performed in an office setting and involves: standing, walking, bending, crouching, sitting and lifting and carrying items weighing up to ten pounds. There is an extensive use of personal computer equipment and other office equipment on a daily basis.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 only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLE20.My responsibility for the above-listed employees includes the following (check as many as apply): FORMCHECKBOX Complete and sign service ratings. FORMCHECKBOX Assign work. FORMCHECKBOX Provide formal written counseling. FORMCHECKBOX Approve work. FORMCHECKBOX Approve leave requests. FORMCHECKBOX Review work. FORMCHECKBOX Approve time and attendance. FORMCHECKBOX Provide guidance on work methods. FORMCHECKBOX Orally reprimand. FORMCHECKBOX Train employees in the work.21.I certify that the above answers are my own and are accurate and complete. SignatureDateNOTE: Make a copy of this form for your records.TO BE COMPLETED BY DIRECT SUPERVISOR22.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?The essential duties of this position are to independently investigate, review and analyze financial documents of taxpayers for general collection efforts and of inmates in the pursuit of collection of those assets under the State Correctional Facility Reimbursement Act. To establish and maintain investigative files. To maintain an open and working relationship with the Department of Treasury, Department of Corrections, various AG Divisions and AAGs assigned to the Revenue & Collections Division to establish a network of information that can be shared regarding the various potential assets to be collected. 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?The Revenue and Collections Division serves as legal counsel for the Michigan Department of Treasury in matters involving taxation, bankruptcy, collection and enforcement of the State Correctional Facility Reimbursement Act. The Division also represents Treasury and other state departments in collecting money owed to the State of Michigan. The Detroit office of the Division is responsible for handling collection matters specifically pertaining to the general collection of debt owed to the State and collection of allowable assets from inmates housed in state facilities under SCFRA. To assist the Detroit office, this individual conducts the investigation to locate debtors and to identify potential assets that may be available under SCFRA for collection through litigation and acts as a liaison between the AG, the Department of Treasury, Department of Corrections and the public. 26.In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:As required by applicable Civil Service Job specifications.EXPERIENCE:As required by applicable Civil Service Job specifications.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of rules, regulations, policies, procedures, precedents and terminology used in work.Knowledge of the court rules and procedures.Knowledge of basic financial matters and asset location.Knowledge of litigation process, specifically familiarity with pleadings, filing fees and costs of litigation.Knowledge of the principles and methods of research, statistics, operational analysis, cost analysis, and finance of public and private programs.Knowledge of common techniques used in locating assets.Knowledge of the principles and practices of research and analysis.Knowledge of the principles of administrative management, including budgeting techniques, office procedures, and reporting.Knowledge of office equipment and supplies.Knowledge of business management practices.Knowledge of collection practices.Ability to use a computer.Ability to analyze financial records to establish facts.Ability to plan and handle office procedures to maintain an even flow of work.Ability to interpret laws, rules, and regulations relative to the work.Ability to follow complex instructions and to prioritize job duties.Ability to communicate effectively by using discretion in giving out confidential information or by referring callers and visitors to the proper department or person.Ability to maintain favorable public relations.CERTIFICATES, LICENSES, REGISTRATIONS:None required.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 SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITY28.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 SignatureDate ................
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