CS-214
REV 1/2006 / 1. Position Code
COMPOSITE

State of Michigan

Department of Civil Service
Capitol Commons Center, P.O. Box 30002
Lansing, MI 48909
Federal privacy laws and/or state confidentiality requirements protect a portion of this information. /

POSITION DESCRIPTION

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
CORRECTIONS
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
FIELD OPERATIONS ADMINISTRATION
4. Civil Service Classification of Position
SECRETARY 9 / 10. Division
OUTSTATE TERRITORY
5. Working Title of Position (What the agency titles the position)
SECRETARY / 11. Section
FOA REGION NUMBER
6. Name and Classification of Direct Supervisor
Parole/Probation Manager 15 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Senior Policy Executive 18 / 13. Work Location (City and Address)/Hours of Work
VARIOUS
NORMAL WORK HOURS: 8:00AM – 5:00PM
MONDAY - FRIDAY
14. General Summary of Function/Purpose of Position
Employee performs advanced secretarial and management assistant assignments for the Area Manager and assists in coordinating the day to day work responsibilities between the field offices, the Regional Office and Central Office of the Department of Corrections.
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 10
Coordinate, evaluate and enter data into various Management Information Systems
Individual tasks related to the duty.
1.  Make entries into the CMIS of movement of parolees both in and out of the area. Enter parole holds and parole warrants into CMIS. Answer inquiries from the public, other state agencies, county agencies, attorneys, field offices, or news media regarding location, sentence information based on own knowledge of FOIA, policies and procedures. Audit caseload printouts for correctness and prepare memos to field offices instructing them in correct procedures for adding and removing prisoners and parolees from their count. Make recommendations to Area Manager for better office reporting techniques.
2.  Run LEIN reports as needed for parole discharges, part of hiring procedure for new employees.
3.  Review case file material for accuracy and call Lansing Central Office with parolee returns and prisoner reclassifications. After area manager decision to send inmate/ parole to Technical Rule Violation Center, review health questionnaire and discuss with AM any health problems before calling TRV supervisors to request TRV placement. Discuss and solve with TRV supervisors and local field offices any problems with placement, transfer dates, transportation, etc.
4.  Review Area Manager decisions to reinstate parolees on supervision and prepare reinstatement papers. Prepare and review security reclassification paperwork for AM signature.

Duty 2

General Summary of Duty 2 % of Time 35
Performs administrative support services to the Area Manager.
Individual tasks related to the duty.
1.  Analyze and compile monthly, quarterly and yearly workload reports, personnel workload reports, as well as reports on employment statistics, pre-sentence reports, and violation reports which assist Area Manager in planning and making managerial decisions. Review reports and make suggestions to Area Manager for needed field offices changes and corrections for better reporting techniques.
2.  Audit biweekly reports and prepare timekeeping paperwork for 131 employees biweekly. Instruct employees and supervisors of changes in these reports. Knowledge of MCO and UAW contracts along with the Fair Labor Standards Act is necessary as well as all Department policies and procedures to complete this task.
3.  Review policies and procedures and Department of Corrections memoranda and instructions, prepare, synopsis of such and forward to Supervisors and local field offices for action on behalf of the Area Manager. This task requires exceptional interpretative skills and knowledge of policies and procedures.
4.  Contact field office for information on inpatient and outpatient substance abuse treatment. Prepare analysis report to Central Office.
5.  Review FOIA requests from offenders, attorneys, public, etc. and prepare response for Area Manager signature. Tabulate quarterly FOIA statistics and prepare report for Region Office FOIA Coordinator.
6.  Contact field offices and compile monthly report of offender earnings, community service hours worked, number of offenders supervised and other pertinent information. Prepare report for Area Manager for inclusion in his report to the report to Central Office.
7.  Review personnel and insurance forms form employees for accuracy and completion. Requires vast knowledge of various types of forms, insurance, policies, procedures, etc. Involves discussing with employees matters of a personal, sensitive or confidential nature.
8.  Review reports from field offices and supervisors and give critique to Area Manager with suggested action to be taken.

Duty 3

General Summary of Duty 3 % of Time 45
Miscellaneous office duties
Individual tasks related to the duty.
1.  Review expenditure requests from field offices, analyzing propriety of purchase based on needs and function of the field office. Advise local office if expenditure is inappropriate or refer to Area Manger on appeal for local office.
2.  Researches and makes recommendations to Area Managers as to the type of office equipment to purchase or rent. Requires knowledge of State suppliers, contracts and forms.
3.  Review office forms of the field offices, making recommendations to the Area Manager for needed changes. Based on meetings with Area Manager and Supervisors, create new forms for improved field office operations.
4.  Design and maintaining office filing system. Set up computer forms for inputting, retrieving, updating and deleting information.
5.  Coordinate training for the employees of the Gaylord Area with Lansing Central Office, Regional Office, and supervisors. Review all correspondence regarding employee training. Follow up on completed training to be in compliance with policy. Make recommendations to Area Manager for needed training.
6.  Serve as liaison between Area Manager and field staff by transmitting information, explaining appropriate work instructions, and follow up on work assignments.
7.  Review incoming correspondence, associate with related files and materials, make notes when needed for required Area Manager attention. Process correspondence independently and on behalf of the Area Manager.
8.  Evaluate the field offices operations and make recommendations to Area Manager for improved efficiency.
9.  Schedule, coordinate and confirm meetings for Area Manager with Supervisors and staff as well as Department of Corrections Regional and Central Office staff; outside agencies, judges, attorneys, news media, and local law enforcement agencies. Review and research appropriate policies, procedures, statistics, and other related documents for Area Manager to present at these meetings. Attend meetings with supervisors and field staff to discuss new procedures, etc.
10.  Coordinate transfers of prisoners and parolees from local Sheriff’s Department to Department of Corrections prisons, correction centers or field offices.
11.  Continuously review personnel reports and advise Area Manager of staff vacancies in field offices.
12.  Provide assistance and instructions to the supervisors and staff in the interpretation of policies, procedures, memoranda and others from the Department of Corrections on behalf of and with the view point of the Area Manager.

Duty 4

General Summary of Duty 4 % of Time 5
Provides receptionist duties on a regular or occasional basis
Individual tasks related to the duty.
Receives and screen telephone calls from the public, offenders, family members, politicians, news media and staff. Determine nature of inquiry, refer to the appropriate staff person, resolve matters using own skills and knowledge or refer matter to Area Manager.

Duty 5

General Summary of Duty 5 % of Time 5
Types and/or transcribes material.
Individual tasks related to the duty.
Type letters, memoranda, reports, numerical data, charts and forms from verbal or written instructions, dictating equipment, or shorthand notes using word processing equipment and/or typewriter. Correspondence of own composition requires vast knowledge of Area Manger’s work ethics, personal judgment, and Department policy and procedure.
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.
The position performs a full range of executive secretarial and related assignments and uses judgment in making decisions where alternatives are determined by established Policies and Procedures. Examples of independent decisions include:
1.  Composing and formatting correspondences to the Department of Corrections personnel and outside agencies related to office operations and services.
2.  Clarifying and/or answering employee questions when explaining work instructions from the Area Manager.
3.  Screening and forwarding incoming correspondence and reports to appropriate staff.
4.  Answering questions from offenders and their families according to Area Managers point of view in regards to their return to prison.
5.  Coordinate transfer of prisoners and parolees from local jails to DOC prisons.
6.  Cancel prison returns based on contact from field staff and knowledge of policy and procedure.
7.  Selecting employees to attend training when limited numbers of training slots are available.
8.  Process all necessary requests, polices and procedures, memos, etc. during Area Manager absence from office based on own skills and knowledge.
Individuals affected by these decisions include:
·  Regional and Central Office Department of Corrections staff
·  Local law enforcement agency staff
·  Judges and court staff
·  Offenders and the public
17. Describe the types of decisions that require your supervisor’s review.
Any decisions that are not clearly defined in Policies 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.
1.  Frequent periods of standing, sitting, stooping, reaching and bending.
2.  Occasional climbing, balancing, kneeling, crouching, crawling and walking.
3.  Occasional lifting and carrying of objects weighing less than 30 pounds.
4.  Frequent lifting and carrying of objects weighing less than 5 pounds.
5.  This position is one in which the incumbent has regular unsupervised access to and direct contact with prisoners, probationers, or parolees.
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
NONE
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?
23. What are the essential duties of this position?
1.  Ability to act independently on complaints and to resolve issues and concerns from staff, news media, politicians, judges and other law enforcement personnel.
2.  Ability to deal with staff grievances for Area Manager.
3.  Requires excellent communication skills personally, in writing and on the telephone.
4.  Ability to type, a minimum of 40 wpm with minimal errors, letters and communications as well independently composing and formatting typed communications to resolve issues or concerns.
5.  Ability to take dictation.
6.  Ability to regularly lift objects weighing up to 5 pounds
7.  Ability to operate standard office equipment.
8.  Ability to add, subtract, multiply and divide arithmetical figures.
9.  Ability to alphabetize, numerically rank and sort or batch material.
10.  Ability to work under stressful conditions including short time deadlines, and multiple priorities.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
25. What is the function of the work area and how does this position fit into that function?
This is an executive secretary position working in an Area Manager’s office responsible for several other office locations and/or other county locations.
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.
EDUCATION:
Knowledge and skills typically acquired through the completion of high school.
EXPERIENCE:
Two years of office experience requiring typing skills equivalent to the Secretary E8 in State services.
KNOWLEDGE, SKILLS, AND ABILITIES:
·  Knowledge and ability to type and use mechanical dictating equipment.
·  Ability to work under stressful conditions.
·  Considerable knowledge of the supervisor’s point of view and priorities.
·  Some knowledge of organization, work flow, staffing, forms, and procedures.
·  Some knowledge of the use and make up of forms.
·  Ability to abstract and present significant facts from data.
·  Ability to interpret and apply complex rules, regulations, policies, and procedures.
·  Ability to analyze and assess services and operations for quality, efficiency and effectiveness and to make recommendations for improvements.
CERTIFICATES, LICENSES, REGISTRATIONS:
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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