CS-214
Rev 11/2013 / Position Code
SECRTRYAE43R

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
Vacant / Transportation/5901
3.Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Bureau of Development
4.Civil Service Position Code Description / 10. Division
Secretary-A (9) / Design Division
5.Working Title (What the agency calls the position) / 11. Section
Section Secretary/Management Assistant / Quality Assurance
6.Name and Position Code Description of Direct Supervisor / 12. Unit
Mark Shulick, EML 15
7.Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Kristin Schuster, SDA 17 / 425 W. Ottawa Street, Lansing, MI 48909
7:30 am – 4:30 pm (or as approved by supervisor)
14. General Summary of Function/Purpose of Position
The position performs advanced management assistant functions for the managers and staff of the Quality Assurance Section and Innovative Contracting. This includes participating in management support activities and coordinating office activities. This position serves as a reference person for departmental policies and procedures, determines own work priorities, and independently performs various section responsibilities. These activities require knowledge of department goals, policies and procedures, managers viewpoints, and the use of independent judgement in decision making. The duties require a high degree of diplomacy, writing skills, ability to work well with others, ability to work with data, and organizational skills. Key functions include answering phone calls and providing customer service and support, scheduling meetings, processing travel arrangements and expenses, using various software programs, forms, and spreadsheets. Duties also include processing various section memoranda, organizing meeting agendas, taking meeting minutes and notes, and performing timekeeping audits for the section. The position also serves as part of the Design Division call coverage group which requires continuous coordination between multiple management assistants in the Bureau.
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 % of Time 60
Provides administrative and management support for the Quality Assurance and Innovative Contracting Units, performing advanced secretarial duties.
Individual tasks related to the duty.
·  Serves as liaison to Section Managers and staff by transmitting information, interpreting policies, explaining procedures and following-up on assignments.
·  Receives information requests, researches pertinent records and determines appropriate action to complete requests.
·  Provides recommendations for procedures and improving efficiency. Determines usage; orders section office supplies.
·  Establishes and maintains necessary section files, logs, records or other information for accessibility, organization, and retention. Files documents into central files. Manages electronic and paper files within the section.
·  Assists the Section Managers with organizing his/her personal computer.
·  Sorts, opens, and distributes mail. Reads incoming correspondence and reports, screens items that can be handled personally, relates incoming materials with files or materials. Forwards other items on to section staff.
·  Maintains assignment due-date logs. Prompts section managers or appropriate staff for upcoming due dates.
·  Composes letters; edits section correspondence and reports for completeness and adherence to departmental policy.
·  Receives and screens calls and visitors, takes messages, schedules appointments, provides information to callers.
·  Uses various software applications such as Word, Excel, PowerPoint, Business Objects, and others to produce charts, graphs, and other documents for the section managers and section use.
·  Performs timekeeper's functions. Reviews, corrects and audits DCDS time entry for the TKU. Familiarizes incoming staff with DCDS software. Serves as a reference person for problem-solving.

Duty 2

General Summary of Duty 2 % of Time 20
Coordinates itineraries, logistic arrangements and secures resources for the section managers and staff.
Individual tasks related to the duty.
·  Schedules appointments, arranges meetings, and schedules conference rooms. Schedules and sets up audio visual equipment, if needed. May register or greet attendees, demonstrating a professional demeanor.
·  Coordinates staff meetings using Outlook and other software tools, including agenda preparation, prior meeting minutes, and related materials. Assists in the collection of data and prepare various activity reports for meetings.
·  Arranges the annual 2-day Resource Agency Meeting with federal & state agencies. This includes: catering, room reservation, equipment and vendor invoices related to the events.
·  Coordinates travel reservations for section staff. Completes necessary authorizations, advances and registrations, and processes travel expenses for staff as needed.
·  Prepares, organizes, assembles and maintains meeting materials.
·  Arranges teleconference calls. Reserves conference lines, audio or video equipment. Assembles instructions; distributes to participants.
·  Secures conference room locations for meetings.
·  Takes minutes of meetings as needed; distributes to attendees.
·  Analyzes and responds to verbal inquiries providing definitive and independent answers as possible. Directs inquiries to appropriate staff/resource as needed.

Duty 3

General Summary of Duty 3 % of Time 20
Performs other duties as assigned by the section managers.
Individual tasks related to the duty.
·  Attends staff and other meetings as required.
·  Assists section staff in correcting formatting structures for various section memoranda and special provisions.
·  Assists on major projects as necessary.
·  Assists with coordinating and documenting section staff training requirements recommended by the Division.
·  Assists in facilitating the Statewide Design Alignment Team (SDAT) bimonthly meetings and preparing minutes.
·  Assists with organizing, scheduling, and coordinating topics and speakers for the Development Conference.
·  Provides back-up to the Bureau Executive Assistant as needed. Coordinates and participates in administrative support call coverage group as necessary.
·  Participates in the Bureau Administrative Support Team as necessary.
·  Other duties as assigned by the section managers for both the Quality Assurance Unit and Innovative Contracting.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Work independently within established administrative guidelines to process work in a timely and expedient fashion. Make recommendations for continuous improvement and innovations. Develop and maintain a cooperative team environment within the section to maximize service to customers. Make decisions about scheduling meetings in terms of organizational priorities and participant needs.
17. Describe the types of decisions that require the supervisor’s review.
When unable to answer questions, or provide the appropriate information, consult with Section or Bureau staff. When conflict has arisen due to work deadlines, consult with immediate supervisor for clarification. Requests to expedite scheduling meetings or processing memoranda in a much shorter time frames than normal. Decisions to postpone or withdraw projects from being advertised for bidding.
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.
Work involves working with specific deadlines and sitting in front of computer for long periods of time. Work may involve lifting of heavy and bulky material which includes bending, stooping, and reaching for files. The position requires the ability to work under pressure with frequent interruptions and multiple priorities.
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?
Yes
23. What are the essential functions of this position?
Support the Unit Managers, and staff of the Quality Assurance Unit and Innovative Contracting Unit by independently performing all management support, computer entry and administrative responsibilities within the section.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
No change.
25. What is the function of the work area and how does this position fit into that function?
Function of the work area is to process road and bridge design projects for public advertising and bidding. This position provides the management assistance and secretarial support to all staff in the Quality Assurance Section and Innovative Contracting Unit. This position is part of a call coverage group that provides customer service support for the Design Division. This position processes various section office memoranda for final approvals and signatures. This position schedules meetings and conference rooms for section staff and prepares and distributes meeting minutes. This position also assists with organizing, scheduling, and coordinating topics and speakers for the annual Development Conference.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Educational level typically acquired through the completion of high school.
EXPERIENCE:
Four years of office experience involving administrative support practices, including one year equivalent to advanced 8-level administrative support work, or equivalent to a Secretary E8, or Legal Secretary E8. OR
Four years of office experience involving administrative support practices, including two years equivalent to experienced E7-level administrative support work, or equivalent to a Secretary 7, or Legal Secretary 7.
KNOWLEDGE, SKILLS, AND ABILITIES:
An extensive knowledge of word processing techniques is needed to expediently perform duties. A knowledge of engineering terminology, grammar usage, spelling, and division/department operations is preferred to perform efficiently and relay accurate information to public/in-house inquiries. It is very important for this individual to be extremely organized and to work under very tight schedules.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid driver’s license
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.

Page 5