CS-214 Position Description Form
|CS-214 | | Position Code |
|Rev 11/2013 | |SECRTRY |
| |State of Michigan | |
| |Civil Service Commission | |
| |Capitol Commons Center, P.O. Box 30002 | |
| |Lansing, MI 48909 | |
| |POSITION DESCRIPTION | |
|This 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/Agency |
| |Corrections |
| 3.Employee Identification Number |9. Bureau (Institution, Board, or Commission) |
| |CFA |
| 4.Civil Service Position Code Description |10. Division |
|Secretary |Southern Region |
| 5.Working Title (What the agency calls the position) |11. Section |
|Secretary |Michigan Reformatory |
| 6.Name and Position Code Description of Direct Supervisor |12. Unit |
|Fredeane Artis, Deputy Warden of Custody |Deputy Suite |
| 7.Name and Position Code Description of Second Level Supervisor |13. Work Location (City and Address)/Hours of Work |
|Carmen D. Palmer, Warden |1342 W. Main St., Ionia, MI 48846 |
| |8:00 am – 4:30 pm, M - F |
| 14. General Summary of Function/Purpose of Position |
|This employee performs advanced secretarial and management assistant assignments in support of a professional manager and staff. Coordinates he ongoing daily |
|activities of the office. Interprets policies and procedures, interprets the supervisor's point of view, serving as a liaison to staff and higher level |
|management. Researches and prepares materials for managerial decisions and participates in other management assistant activities. Possesses knowledge of the |
|supervisor's point of view and priorities. Possesses knowledge of the organization, staffing, forms and procedures. |
| 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 of Duty 1 30% of Time |
|Compose, format, prepare and edit correspondence and reports with some latitude as to content for Deputy Warden of Custody while maintaining confidentiality |
|Individual tasks related to the duty. |
|While maintaining confidentiality, prepare memorandums, reports, forms, directives, employee disciplinary investigation materials and other documents for the |
|Deputy Warden. Compose letters, memorandums, charts/tables, and timelines, etc. Review, proofread, edit documents for accuracy, grammar and punctuation. |
|Photocopy and make appropriate distribution of materials either via electronic mail or hard copy by mail, and retain file copies. Maintain files of these |
|documents for retrieval as needed. |
|Receive and sort incoming correspondence and reports. Review and assess importance of materials, handle some materials personally and forward others to |
|appropriate supervisor. |
|Act as liaison between Deputy Warden and facility staff and others. Receive incoming calls and visitors, relay pertinent information, answer questions and |
|give guidance regarding matters interpreting supervisor's viewpoints. Determine priorities, handle matters personally or refer to appropriate supervisor or |
|other staff. |
|Schedule Meetings, maintain calendar of appointments and meetings for Deputy Warden. Prepare materials in advance for meetings. |
|Attend various meetings and take and transcribe minutes for approval and distribution as appropriate. |
|Duty 2 |
|General Summary of Duty 2 30% of Time |
|Provide secretarial/office manager support for Deputy Warden's Office and coordinate office activities with Deputy Warden's staff. |
|Individual tasks related to the duty. |
|Determine need for office supplies and order additional supplies when needed. Recommend office equipment and prepare orders for approval. |
|Pick up and sort incoming mail for supervisors twice daily. Open, sort and distribute mail to staff. Read incoming correspondence and reports and screen for |
|which items can be handled personally and forward the rest to the appropriate supervisor. Associate incoming correspondence with files, or related materials, |
|correspondence and reports. |
|Take and transcribe minutes for meetings, obtain approval and distribute minutes to appropriate persons. |
|Maintain a set of RMI operating procedures, MDOC policies and procedures and Director's Office Memorandums and keep these books up to date. |
|Disseminate and collect information/materials to Deputy Warden's staff. Schedule supervisor's calendar of activities. Update supervisor on status of issues |
|before scheduled meetings. |
|Maintain a tickler file to remind supervisors of important dates, information, etc. |
|Establish and maintain office files, logs, indexes, control records or other information in connection with the work under the supervisor's control. Copy |
|materials needed by Deputy Warden. |
|Operate standard office equipment such as calculator, duplicating machine, facsimile machine. |
|Stay informed of office details and advice supervisors of problems. |
|Serve as liaison between supervisor and staff by transmitting information, explaining appropriate work instructions and following up on assignments. |
|Gather data for surveys. |
|Duty 3 |
|General Summary of Duty 3 5% of Time |
|Performs payroll function for Deputy Warden’s staff |
|Individual tasks related to the duty. |
|Coordinate Deputy Warden's staff schedules, including leave time, regular days off, late nights, duty weekends and training. |
|Review employee bi-weekly time sheets for accuracy. Enter individual payroll information on computerized DCDS payroll system according to established payroll |
|practices. |
|Ensure all required leave requests are received; ensure they are approved and submitted. |
|Provide back-up payroll functions for Operation's Deputy Secretary. |
|Perform 90 day reviews of all Custody staff time and attendance and report to Deputy Warden of Custody. |
|Duty 4 |
|General Summary of Duty 4 1% of Time |
|Report to the Command Center during emergency mobilizations to record all events. |
|Individual tasks related to the duty. |
|Participate in emergency mobilizations and monthly siren drills by reporting to the facility Command Center and assisting administrators in the Command Center.|
|Record information obtained in the Command Center including pertinent information regarding the emergency situation and the facility's response, along with |
|time of occurrence. |
|Relay information and/or instructions which may be critical in nature. |
|Report to work if called in for an emergency situation during non-work hours. |
|Keep confidential any information revealed during mobilizations which may be of confidential nature. |
|Duty 5 |
|General Summary of Duty 5 10% of Time |
|Update all facility Operating Procedures. |
|Individual tasks related to the duty. |
|Schedule and attend weekly Operating Procedure Committee Meetings. |
|Make necessary changes to the Operating Procedures. |
|Forward updated Operating Procedure to the Warden for approval. |
|Enter the approved Operating Procedure into DAS. |
|Notify Deputy Warden of Operations Secretary of the Operating Procedure update for signature distribution. |
|Duty 6 |
|General Summary of Duty 6 5% of Time |
|Collects, prepares, inspects all weekly fire safety reports, weekly job safety reports, and weekly/monthly sanitation reports. Communication in absence of |
|Deputy Warden and miscellaneous duties. |
|Individual tasks related to the duty. |
|Collects weekly fire safety reports and maintain log book of each department. |
|Collects weekly job safety reports and maintain log book of each department. |
|Collects weekly/monthly sanitation reports and maintain log book for each department. |
|Maintains log book and reports for fire drills/evacuation of each department. |
|Notifies Deputy Warden and Safety Coordinator and other departments of deficiencies and non-compliance items that must be rectified. |
|Compiles monthly report of data collected in all areas of fire safety, job safety, and sanitation of departments. |
|Maintains tags, posting, seals, and other supplies needed for facility's fire extinguishers. |
|Duty 7 |
|General Summary of Duty 7 10% of Time |
|Provide direct supervision of prisoner worked assigned to the Deputy Warden’s Suite |
|Individual tasks related to the duty. |
|Assist in supervising prisoner workers as needed. Supervise and assign duties to prisoner porter located in Programs Office as well as drop in supervision of |
|other prisoner clerks assigned to the building. |
|Prepare and submit monthly payroll. |
|Prepare monthly statistics for all Prisoner Programs. |
|Maintain housekeeping plan for Programs areas. |
|Escort volunteers and contractual employees in and out of facility. |
|Prepare documents in ordering of equipment, supplies needed for Prisoner Programs. |
|Keep and maintain tool inventories of all Prisoner Program areas, including recreation, library, hobbycraft, and chapel areas. |
|Establish and maintain an up-to-date filing system comprised of extensive subjects and confidential materials. |
|Duty 8 |
|General Summary of Duty 8 2% of Time |
|Prepare and maintain the confidentiality of employee interview packets. |
|Individual tasks related to the duty. |
|Sort packet in sequential order as directed. |
|Assist Deputy Warden with reference checks. |
|Organize reference checks with corresponding resume as they are completed. |
|Complete the candidate comparison utilizing the resumes and reference checks. |
|Ensure packet is complete and ready for submission to the Warden. |
|Duty 9 |
|General Summary of Duty 9 5% of Time |
|Conducts administrative functions as directed. |
|Individual tasks related to the duty. |
|Works on committees and projects to make Program recommendations for the facility. |
|Provides monthly report of activities to supervisor and others upon request. |
|Duty 10 |
|General Summary of Duty 10 1% of Time |
|OMNI Liaison |
|Individual tasks related to the duty. |
|Make any adjustments to callout locations as needed. |
|Make any adjustments to facility lock locations as needed. |
|Create new locks or callouts as needed. |
|Duty 11 |
|General Summary of Duty 11 1% of Time |
|Back up for Deputy Warden of Operation’s Secretary and the Warden’s Secretary in their absence. |
|Individual tasks related to the duty. |
|Assign and incident number to each critical incident report after Deputy’s approval and maintain the log of critical incidents. |
|Copy the critical incident reports and forward to the Warden’s Office promptly. |
|Maintain the yard restriction log. |
|Distribute copies of the yard restriction notices. |
|Distribute signature sheets for all policy directive or operating procedure updates. |
|Forward all approved visitor applications to the Information Desk for processing. |
|Prepare a letter to the denied visitor on the Warden’s behalf. |
|Maintain the Deputy Warden’s budget. |
|Perform LEIN checks on visitors, vendors, contractors, contractual employees, volunteers, etc. Maintain the confidentiality of all LEIN information. |
| 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. |
|This position works without direct supervision on a regular basis. This position work under pressure of demanding workloads, deadlines, priorities, and varied |
|personalities. There is a constant need for high performance and accuracy in preparing various reports and special projects at the institutional level. |
|Incumbent works with Programs, RUMs, ARUS, Prisoner Counselor and custody staff, Institutional personnel of all levels frequently need information regarding |
|Prisoner Programs. All these requests need to be handled in a professional and timely manner. Tact, diplomacy, and discretion are necessary when dealing with |
|personal issues. Communicates daily with Housing/Programs and Custody staff members regarding information, personnel issues, and supplies pertinent to their |
|positions. This position is responsible to ensure supplies are available and equipment is functional to run a productive and efficient program. |
| 17. Describe the types of decisions that require the supervisor’s review. |
|Final budget for all areas of Housing/Programs and Custody, approval for leave from the facility, finalizing any document or report. Approval for any purchases|
|on a procurement form, questionnaires for staff or prisoners, LEIN clearances for volunteers and special speakers. |
| 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. |
|This office is located within the secure perimeter of a state prisoner for multi-level prisoners. Contact with prisoners is a daily occurrence. Contact occurs |
|when walking to and from the building, through the building to reach the office area. Also, it may be necessary to meet with a prisoner to resolve a problem, |
|sign Legal Agreement, or procedure requests for Prisoner Benefit Fund. |
|Standing, sitting, climbing stairs, stooping, lifting, carrying, walking and bending. |
| 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.) |
|NAME |CLASS TITLE |NAME |CLASS TITLE |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| 20. 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? |
|I concur with the job duties and performance levels of this position. |
| 23. What are the essential functions of this position? |
|Composes, formats, prepares, and edits correspondence and reports with some latitude as to content. |
|Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content for professional(s) and/or |
|management staff. |
|Serves as liaison between management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments. |
|Makes scheduling commitments for professional(s) or management staff for meetings, conferences and speeches and assembles related necessary materials. |
|Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to management and staff. |
|Updates management on status of issues before scheduled meetings. |
|Prepares minutes of meetings from note and/or recordings. |
|Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations |
|regarding the purchase of office equipment. |
|Assists in creating and revising forms; proposes procedures, formats, and standards for office correspondence. |
|Reviews and evaluates applications, petitions, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval. |
|Oversees the work of office support staff in the unit. |
|Gathers data for surveys or performs research on special subjects or projects. Preparation of written documents and reports in a timely manner. |
|These duties require the ability to follow instructions, perform basic mathematical calculations, compose routine correspondence and reports and a thorough |
|knowledge or correct English usage and phone etiquette. This position also requires the ability to determine work priorities, the ability to work under |
|stressful conditions and deadlines and the ability to effectively explain instructions and guidelines to others. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|This position has taken on added responsibilities for Prisoner Programs. This includes coordination of weekly/monthly fire safety, sanitation, and job safety |
|reports and compiling monthly reports for data collected and submitting to the Deputy Warden. Notifies Deputy Warden and other departments of deficiencies and |
|non-compliance items that must be rectified. Maintains tags, posting, seals, and other supplies needed for facility’s fire extinguishers, bio-hazard kits and |
|emergency first aid kits. |
| 25. What is the function of the work area and how does this position fit into that function? |
|This work area is responsible for all Housing/Programs and Custody aspects inherent in a multi-level male prisoner. |
|This position directly reports to the Deputy Warden. This position provides all secretarial and office management functions for the work area. |
| 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? |
|EDUCATION: |
|Completion of high school or GED. |
|EXPERIENCE: |
|Four years of administrative support where use of a personal computer to prepare correspondence, reports, charts, etc. is an essential part of the work, which |
|is equivalent to the Secretary 8 in state service. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Knowledge of office practices, procedures, and computer software programs. Knowledge of correct English usage and grammar. Knowledge of the organization and |
|composition of letters, minutes, reports, charts, and spreadsheets. Knowledge of scheduling and coordinating travel arrangements. Skill in typing from clear |
|copy at a rate of 40 net words per minute. Ability to follow, apply, interpret, and explain instruction and/or guidelines. Ability to meet schedules and |
|deadlines of the work area. Ability to perform mathematical calculations. Ability to communicate effectively. Ability to compose routine correspondence and |
|reports. Ability to type. Ability to operate standard office equipment. Ability to work in a prison setting. |
|CERTIFICATES, LICENSES, REGISTRATIONS: |
|Possession of current classification as a Certified Professional Secretary may be submitted for one year as a s Secretary 8. |
|NOTE: 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 Signature Date |
|TO BE FILLED OUT BY APPOINTING AUTHORITY |
| Indicate 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 Signature Date |
|TO BE FILLED OUT BY EMPLOYEE |
| 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’s Signature Date |
NOTE: Make a copy of this form for your records.
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