CS-214
Rev 11/2013 / Position Code
1.  SECRTRYAK70R

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
Department of Environmental Quality
3.Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
4.Civil Service Position Code Description / 10. Division
Secretary-9 / Office of Drinking Water and Municipal Assistance
5.Working Title (What the agency calls the position) / 11. Section
Secretary / Field Operations Section
6.Name and Position Code Description of Direct Supervisor / 12. Unit
Kristina Donaldson, Environmental Manager 14 / Southeast Michigan District
7.Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Richard Benzie, State Administrative Manager 15 / 27700 Donald Court, Warren, MI 48092-2793/ 8:00 a.m.-5:00 p.m., Monday-Friday
14. General Summary of Function/Purpose of Position
This position provides secretarial assistance to the District Supervisor and Office of Drinking Water and Municipal Assistance (ODWMA) staff housed within the Southeast Michigan District Office, coordinates the administrative aspects of the walk-in/mail-in permit application processing program, manages ODWMA District Office operations including maintenance of records and coordination of Freedom of Information Act (FOIA) requests, and provides administrative support to other divisions as necessary and backup support to the reception desk at the district office. This position serves as primary backup for the Office of Waste Management and Radiological Protection (OWMRP) secretary staff.
Additionally, at the Secretary 9 level, this position serves as a Management Assistant to the District Supervisor. Additional duties are articulated in the job specification, and may include preparing meeting notes, scheduling meetings, assisting in creating/revising forms and documents, and proposing procedures and practices for improving office operation. The Secretary 9 will also review and evaluate applications and other documents for completeness.
This position is designated as security sensitive and therefore requires a Criminal History Background Check
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 20% of Time
Provide secretarial and management assistance to the District Supervisor.
Individual tasks related to the duty.
·  Opening, sorting, reviewing, and tracking mail in order to distribute to proper personnel.
·  Assists the District Supervisor in composing responses to correspondence as assigned utilizing computer software. Determines information to be included in correspondence, and composes correspondence at the request of the District Supervisor.
·  Generates statistical reports using various databases for comparison studies at the request of the District Supervisor.
·  Receives and screens correspondence.
·  Screens and addresses calls for District Supervisor and staff. Routes calls to the District Supervisor or other staff as appropriate.
·  Assists the District Supervisor with hiring process, i.e., compose selection memo, complete necessary forms and letters, and prepares packet for transmission to the Office of Human Resources. May serve on interview team. Confidentiality is preserved for all aspects pertaining to the process.

Duty 2

General Summary of Duty 2 50% of Time
Coordinate the administrative aspects of the district programs.
Individual tasks related to the duty.
·  Types, edits, reviews, and prepares for mailing most correspondence and permits issued by the district staff.
·  Types, edits, and reviews for spelling, grammatical errors, and content for all other correspondence generated by staff relevant to permitting activity. Use of personal computer and appropriate software required.
·  Provides status of applications to customer inquiries.
·  Maintains district office forms (internal and external forms) given out to the public ensuring that they conform to standard format and are current.
·  Develops and maintains electronic filing systems and databases to track documents
·  Develops and maintains numerous file systems(both electronic and hard copy) for permit applications, complaints, assessments, correspondence, maps, etc.
·  Assigns file numbers and maintains computer logs for permits, assessments, and complaints.
·  Prepares all files for transfer to Records Center. This includes purging, organizing, and determining with staff the files to remain in the district office.

Duty 3

General Summary of Duty 3 10% of Time
Coordination of district FOIA requests.
Individual tasks related to the duty.
·  This requires the ability to interpret and apply complex rules, regulations, policies, and procedures to determine the status of materials for disclosure or exemption. This activity includes retrieving file material, scheduling appointments, composing responses, copying, and mailing.
·  Develops and maintains the FOIA request log.

Duty 4

General Summary of Duty 4 20% of Time
General secretarial duties involving the ODWMA and district office.
Individual tasks related to the duty.
·  Maintains knowledge of word processing/computer programs, such as Word, Access, Excel, Outlook, other specialized databases, and local area network to create, retrieve, edit, and print documents in accordance with established Department of Environmental Quality (DEQ) procedures.
·  Maintains expertise in use of all computers, copying machines, printers, scanners, facsimiles, and electronic filing software.
·  Files material as needed.
·  Composes, edits, reviews, and finalizes letters, permits, memorandums, utilizing knowledge of work area and DEQ Correspondence Guidelines for appropriate format and signature.
·  Maintains tracking databases – adding/deleting on an as-needed basis.
·  Assists callers and walk-ins by responding to questions that require knowledge of ODWMA's and other divisions' programs and personnel.
·  Provides administrative support to other divisions as necessary for vacations or illness.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Independently prioritize work on a daily basis re-evaluating and changing those priorities as work load demands. Determine which phone calls and correspondence to personally handle based on knowledge and expertise of rules, regulations, and programs. Decisions made without direct instruction from supervisor must be based on experience and knowledge of the Department programs and division policies and procedures. At the Secretary 9 level, much more independence is expected in terms of priority setting and decision making. Use of discretion and knowledge of Department programs relevant to providing correct information and or materials to the public in a timely manner. Independently determine whether to accept or recommend denial of FOIA requests based on knowledge of the FOIA rules and procedures.
17. Describe the types of decisions that require the supervisor’s review.
Decisions involving complex or first time situations, or when instructions are not clearly covered by department policy, procedure, or precedent. Resolution of conflict with staff or the public, as well as workload demands conflicts. Interpretation of technical questions relating to environmental laws. Decisions regarding response to public complaints. When priorities are unclear, the interpretation of policy and procedures, or the situation has the potential for setting precedent. Changes or additional needs of the work unit. Changes in work schedule. Technical responses and updates on in-house ODWMA policies.
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.
60% sitting and using the computer and answering telephone; 40% lifting, bending, reaching, and carrying; in a typical office environment.
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.
21. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why?
Yes.
22. What are the essential functions of this position?
This position performs as an assistant to the District Supervisor and provides secretarial support for ODWMA programs administered by district staff.
Requires ability to compose, type, and edit letters by applying correct English usage, spelling, and punctuation; communicate well, both verbally and in writing; use a computer, telephone, and other office equipment; sit at a desk for long periods; and maintain a calm, professional demeanor at all times. Requires a basic understanding and ability to interpret DEQ and ODWMA rules, regulations, and policies.
To be successful in this position, the following competencies have been identified as essential: Interpersonal Skills, Job Knowledge and Experience, Managing Work, Quality Orientation, and Stress Tolerance.
23. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
No change.
24. What is the function of the work area and how does this position fit into that function?
The Southeast Michigan District Office is responsible for administration of ODWMA programs within the district’s boundaries. This position provides secretarial support to the ODWMA's Southeast Michigan District Office staff. This position also supports other DEQ divisions as needed.
25. What are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Educational level typically acquired through completion of high school.
EXPERIENCE:
Secretary 9: Four years of administrative support experience where use of a personal computer to
prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work, including either two years equivalent to experienced E7-level administrative support work, or equivalent to a Secretary 7, or Legal Secretary 7; or one year equivalent to advanced 8-level administrative support work, or equivalent to a Secretary E8, or Legal Secretary E8.
KNOWLEDGE, SKILLS, AND ABILITIES:
In addition to satisfying the requirements at the 7/8 level, such as proficiency in computer programs such as Word, Access, Excel, and various databases, the Secretary 9 is expected to have additional knowledge and skills, including understanding the supervisor’s point of view and priorities and knowledge of organization systems, procedures, work flow and staffing. This position requires a high level of competency in communicating with customers, either in person, on the telephone, or through other electronic formats.
CERTIFICATES, LICENSES, REGISTRATIONS:
Criminal History Background Check
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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