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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