CS-214 Position Description Form
|CS-214 | | 1. Position Code |
|REV 7/2004 | | |
| |State of Michigan | |
| |Department of Civil Service | |
| |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 |
| |DTMB |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |Office of Retirement Services |
| 4. Civil Service Classification of Position | 10. Division |
|Student Assistant Tier 1 | |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|Student Assistant | |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
| | |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
| |530 W. Allegan Street, Lansing, MI 48933 |
| |8:00 a.m. – 5:00 p.m. Monday-Friday |
| 14. General Summary of Function/Purpose of Position |
|Provide general support to the business processes in the Office of Retirement Services. This could include assistance in Process Support, Employer Reporting, |
|Customer Service, Benefit Plan Design, and Customer Education. Duties will vary depending on the process area. Typical support includes assisting customers |
|and internal staff. Tasks include clerical paper filing, data entry and general internal correspondence. |
|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 20 |
|Provide support to the Process Support team. This can include preparing mail for pick up; sort and batch documents for imaging. Scan and index documents to |
|the internal imaging system, creating workflow for ORS processing staff as needed. Assist in maintaining order of filing systems comprised of microfiche, |
|paper files and 16 mm roll film. Assist in the supply area. This may also include Administrative tasks and support. |
|Individual tasks related to the duty. |
|Prepare regular and bulk mailings for pickup by mail services, UPS, or other carriers. · |
|Open, date stamp and sort incoming mail; deliver mail or sort and batch for imaging. · |
|Prep, sort and scan documents into the scanning utility to be transferred into the indexing application· |
|Index documents to the system, determining whether or not workflow is needed. |
|Quality check indexed documents for correct properties· |
|Perform corrections to imaged documents by reindexing or rescanning, or through the internal FileNet process· |
|Maintain daily metrics for records requests, incoming mail, and imaging processes.· |
|Assist in the supply area to provide supplies to ORS staff |
|Administrative tasks and support |
|Maintain employee and training databases |
|Duty 2 |
|General Summary of Duty 2 % of Time 20 |
|Provide support to the Customer Service team. |
|Individual tasks related to the duty. |
|Review reports for insurance related changes. |
|Assist with walk-in area tasks. |
|Review retiree applications supporting documents to ensure all necessary forms are complete and ready for processing. For incomplete applications return |
|application to retiree with a letter requesting missing information. |
|Open returned mail and forward mail to retirees with forwarding address. |
|Update retiree account for returned disability certification. |
|Process retiree request for EFT and R12X changes. |
|Process retiree request for income verification. |
|Duty 3 |
|General Summary of Duty 3 % of Time 20 |
|Provide support to the Employer Reporting team . |
|Individual tasks related to the duty. |
|Assist with stuffing mailings to the reporting units |
|Assist with tracking documents that are being returned by reporting units |
|Assist with loading of tax-deferred payment agreements |
|Assist with correction of standard errors on the SERS retirement report |
|Duty 4 |
|General Summary of Duty 4 % of Time 20 |
|Provide support to the Benefit Plan Design team |
|Individual tasks related to the duty. |
|Copy and collate FOIA response information |
|Prepare and copy administrative hearing files for hearings and court proceedings |
|Assist in the research of information for Section 218 requests. |
|Assist with data input of balanced scorecard information, surveys |
|Data entry to various databases and spreadsheets |
|Proof read data |
|Duty 5 |
|General Summary of Duty 5 % of Time 20 |
|Provide graphic and clerical support for the Customer Education team. Provide support for events handled through the CE process. |
|Individual tasks related to the duty. |
|Photography and digital photo management |
|Distribute forms for the forms distribution process; manage process and keep it moving |
|Order forms through the online rapid copy order; update database with all forms you request |
|Help ship publications to employers |
|All data entry for meeting evaluations |
|Data entry of unregistered attendees; validation of attendance at PRIMs. |
|·Support set-up/break down for All Staff meetings & other events |
|Miscellaneous graphic support - banners, certificates, and displays |
|Duty 6 |
|General Summary of Duty 6 % of Time |
|Individual tasks related to the duty. |
| 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. |
| 17. Describe the types of decisions that require your supervisor’s review. |
|Decisions with customer impact. Changes in policy and procedures. |
| 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. |
|This is a standard office environment using a computer most of the day. You will be required to retrieve materials from the copier and facsimile equipment |
|throughout the day. Standing, stooping, walking, sitting, kneeling, bending are all required in order to successfully complete the tasks of this position. |
| 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.) |
|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? |
|Support activities of the Office of Retirement Services. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|Requesting to fill vacant student position. |
|What is the function of the work area and how does this position fit into that function? |
|The student in this position will be multi-tasked. The duties assigned and performed vary depending on the seasonal workload fluctuation. The student may also|
|be asked to assist other processes in ORS. |
| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. |
|EDUCATION: |
|High school diploma |
|EXPERIENCE: |
|Experience using standard software tools is helpful. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Familiar with Microsoft Office applications. Ability to adapt to a fast-paced, constantly changing environment. Ability to work in a team setting and to meet |
|strict deadlines based on business needs. |
|CERTIFICATES, LICENSES, REGISTRATIONS: |
|None. |
|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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