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State of MichiganCivil Service CommissionPosition CodeSEMA2A85NCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete the information 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/AgencyTECH, MGMT AND BUDGET - IT3. Employee Identification Number9. Bureau (Institution, Board, or Commission)4. Civil Service Position Code Description10. DivisionSENIOR EXEC MGT ASST-2Agency Services Supporting Treasury, Lottery, Agency Support & Testing Team5. Working Title (What the agency calls the position)11. SectionSenior Executive Management Assistant6. Name and Position Code Description of Direct Supervisor12. UnitAndrei Verevko, Senior Management Executive 197. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkCindy Peruchietti, Senior Deputy Director 20Operations Center, 7285 Parsons Dr, Dimondale, MIMonday through Friday 8:00 am to 5:00 pm14. General Summary of Function/Purpose of PositionThis position functions as administrative assistant to the DTMB Agency Services General Manager Supporting Treasury, Lottery, Agency Support and Testing Team. This position provides a full range of administrative and executive support and acts as liaison between the office executive and other staff. Responsibilities are performed with limited guidance and demonstrating considerable independent judgment; handling sensitive and controversial matters with discretion, apprising the GM of each situation; serving as liaison between Executive level, direct reports and other staff and contacts, as well as governmental officials, and general public; interfacing with other agencies, departments, and vendors; responds to phone calls, correspondence and visitors; maintains GM’s calendar, arranges meetings, travel and teleconferences. Maintains control of key office correspondence and office filing records. This position is lead for clerical support staff within the GM’s area of responsibility. 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 1General Summary:Percentage:65Management of General Managers OfficeIndividual tasks related to the duty:Maintains the GM’s appointment schedule. Schedules meetings prepares agenda and materials for meetings and conferences. Handles the assembling of information and necessary documentation for the GM’s meeting and presentations. Updates and maintains the GM action log of high priority matters and follows up on responses. Is responsible for follow-up with staff on assignments not returned by the due date. As the office executive’s liaison, distributes information to others expressing the GM’s viewpoint; deals effectively with privileged and confidential material. Arranges all conference items and travel arrangements for the GM and other staff accompanying or representing the GM. Prepares subsequent travel expense reports for GM. Human Resources liaison. Telecoms lead coordinator. Timekeeping auditor. Mentors staff appropriately. Duty 2General Summary:Percentage:20General Office Duties.Individual tasks related to the duty:Prepares and edits letters, memos and other routine and non-routine correspondence from/for the GM. Type letters, memos, reports, meeting notes and etc. using a PC and/or laptop computer. Reviews all incoming mail for the GM. Screens items for GM’s action and directs pertinent items to the appropriate staff for action. Determines appropriate staff member to respond to urgent and high-level correspondence, information and documents. Independently answers correspondence based on knowledge of instructions, guidelines and the GM’s viewpoint. Maintains control of key office correspondence prepared by staff by reviewing and screening outgoing correspondence, documents and reports for accuracy and completeness before processing and distribution under the GM’s signature. Maintains complete control over the GM’s files and records. Instructs administrative support staff on current and revised correspondence procedures and operations of this office and departments. Duty 3General Summary:Percentage:15Lead for other support staff. Individual tasks related to the duty:Assessing office needs and ordering office supplies. Reviews and interprets work instructions and guidelines; and explains to other support staff as necessary. Organizes and monitors clerical/administrative support staff, to develop and maintain a cohesive term. Ensures smooth coordination between all clerical/administrative support staff. Understands management priorities and other duties as assigned to support them. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. When requests, questions and complaints are received from the public, other offices, or divisions; must have knowledge of who to contact to resolve the issue. Development of a file and record keeping system. Arrange and coordinate meetings in regard to location, time and type; and notify those involved. Acts when employees need immediate assistance with issues. 17. Describe the types of decisions that require the supervisor's review. Clarification on special assignments where technical knowledge is required, or department policy is unclear. Provides direction and mentoring to support staff under the General Managers purview. 18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Typing, sitting, standing, walking and talking on the telephone; as typically found in an office setting. 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.Additional Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):NComplete and sign service ratings.NAssign work.NProvide formal written counseling.NApprove work.NNApprove leave requests.Review work.NApprove time and attendance.NProvide guidance on work methods.NOrally reprimand.NTrain 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?Yes23. What are the essential functions of this position?This position serves as the senior executive management assistant to the DTMB Agency Services General Manager Supporting Treasury, Lottery, Agency Support and Testing Team.. This position is unique because individual initiative is required in order to complete projects of a diverse nature expediently. Must have the ability to prioritize work; deadlines must be met; and top management’s requests must be addressed immediately. Critical Position Role: Professional/administrative support. Competencies: Adaptability, integrity/honesty, interpersonal skills, building customer loyalty, communication and decision making. Job Fit Facets: Coaching others and attention to details. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.Change in GM and departments supported.25. What is the function of the work area and how does this position fit into that function?The Agency Services GM is responsible for providing Information Technology (IT) services to Treasury, Lottery, Agency Support and Testing Team. The Agency Services area is responsible for project development, technical support, information management, maintenance, and operations of technology. The GM is responsible for all IT support functions to the assigned agencies. This position functions as the senior executive management assistant to the GM. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Education: Education typically acquired through completion of high school. EXPERIENCE:Six years of administrative support experience where the use of a personal computer to prepare correspondence, reports, charts and etc.; or to enter, retrieve and update information is an essential part of the work; including three years equivalent to an advanced 8-level, administrative support worker, Secretary E8, or Legal Secretary E8, two years equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9; or one year equivalent to the Division Head Legal Secretary 10, or Executive Secretary E10. KNOWLEDGE, SKILLS, AND ABILITIES:Some knowledge of training and supervisory techniques. Knowledge and training in SOM Records Management practices. Knowledge of office practices, procedures, machines and various equipment. Knowledge of correct English usage, spelling and punctuation. Knowledge of the correct composition of business letters, minutes, reports, etc. Knowledge of the techniques of receiving callers, scheduling appointments, and making travel and meeting arrangements. Knowledge of the application of instructions and guidelines to specific problems. Knowledge of organization, workflow, staffing, forms, and procedures. Knowledge of the use and make up of forms. Considerable knowledge of the supervisor’s point of view and priorities. Proficient in the use of Microsoft Office Professional tools, including Word, Excel, and Power Point. CERTIFICATES, LICENSES, REGISTRATIONS:Duties may involve the use of a personal vehicleNOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of 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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.N/AI certify that the entries on these pages are accurate and complete.Appointing AuthorityDateI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.EmployeeDate ................
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