CS-214
8-93 / 1. Position Number

State of Michigan

Department of Civil Service

Classification and Selection Operations Bureau

Classification Division

A portion of this information is protected by federal privacy laws and/or state confidentiality requirements.

POSITION DESCRIPTION

AUTHORITY: In accordance with Article XI, Section 5, Michigan Constitution of 1963 and Public Act 431 of 1984.

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 party 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 tocomplete this form as accurately as you can since the information in this form is used to determine the properclassification of the position. THIS PAGE SHOULD BE FILLED OUT BY SUPER-VISOR/APPOINTINGAUTHORITY.
2. Name of Incumbent (Last, First, M.I.)
/ 8. Department/Agency
Technology, Management and Budget
3. Employee ID Number
/ 9. Bureau (Institution, Board, or Commission)
Office of Retirement Services
4. Civil Service Classification of Position
Departmental Manager 13 / 10. Division
Organization Support
5. Working Title of Position (What the Agency Titles the Position)
Business Process Leader / 11. Section
Employer Reporting
6. Name and Classification of Immediate Supervisor
Meg Leonard, Division Director 17 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Kerrie Vanden Bosch, State Bureau Admin. 18 / 13. Work Location (City and Address)/Hours of Work
Stevens T. Mason Building, 530 W. Allegan Street, Lansing, MI 48933; Monday – Friday, 8:00 a.m. – 5:00 p.m.
14. General Summary: Briefly summarize the general function and purpose of your job.
This position functions as a Business Process Leader for the Employer Reporting process providing strong leadership and management, ensuring the Office of Retirement Services (ORS) growing needs are met. As Business Process Leader this individual is responsible for providing a team work environment, coaching and mentoring staff, serving as a primary communicator between staff and other ORS sections, assigning resources, and assisting with budget decisions.
For Civil Service Use Only
15. Please describe your assigned duties, percent of time spent performing the duty, and explain what is done to complete the duty.
List duties in order of importance from most important to least important.
Duty 1
General Summary of Duty 1 % of Time 50%

Staff Management

Coach and mentor staff. Determine appropriate process staff level, screen candidates resumes, conduct interviews, and make the successful candidate recommendation ensuring equal employment opportunity and Department of Civil Service practices are met. Determine and manage the process’ work priorities determined by the business needs of ORS. Develop an appropriate reporting structure. Develop and monitor IDP’s for employees. Conduct performance reviews through the review of assignments completed and work techniques. Analyze the impact of changes prior to implementation. Conduct staff meetings. Identify personnel problems and provide effective resolutions. Identify and recommend staff development and training needs. Assist in locating appropriate training enhancing employee’s performance. Communicates effectively with staff encouraging two-way dialogues. Ensure process changes are communicated timely and effectively with process staff.
Individual tasks related to the duty.
Duty 2
General Summary of Duty 2 % of Time 25%

Leadership

Promotes DTMB’s and ORS’ missions and visions by creating a positive team atmosphere supporting the goals. Recognizes individual and team successes. Contributes to maintaining the integrity of the organization. Displays high standards of ethical conduct. Encourages risk taking by providing staff latitude, discretion, and independent judgment. Supports and leads staff in a teamwork culture. Models high standards of honesty, integrity, trust, openness, and respect for individuals by applying these values daily.
In conjunction with BPO, develop annual business plan, identify new initiatives, and prepare and forecast future resource requirements.
Individual tasks related to the duty.
Duty 3
General Summary of Duty 3 % of Time 10%
Support the ORS Retirement Application
Ensures policies, procedures, regulations, and state statutes are met in designing enhancements for the retirement application. Establish procedures and policies within the process to support the retirement system application objectives. Assist in providing appropriate resources for IT projects. Communicate with staff the progress, impact, and timelines of implementation. Provides input in the technology decision-making process ensuring process needs and requirements are conveyed and met prior to implementation.
Individual tasks related to the duty.
Duty 4
General Summary of Duty 4 % of Time 10%

Process Management

Manage process activities ensuring the business needs of ORS are met. Promote a customer focused work environment advocating for customer needs. Assist in defining the process, ensuring changing customer service needs are met. Confer with Business Process Owners (BPO) to establish process performance indicators and ensures data collection is completed for the process. Manage the process’ effectiveness and efficiency to the ORS desired outcome. Participate in the development of Service Level Agreements and/or Memorandums of Understanding needed to support the process. Implement updates to an ever changing business process focusing on business improvements. Ensures cross-process integration is established and maintained. Manages process requirements to avoid conflicts with other ORS sections.
Individual tasks related to the duty.
Duty 5
General Summary of Duty 5 % of Time 5%
Process Assistance

Participate in the development of the process Business Plan. Provide data and expertise to support projects and inquires as needed. Monitor staff measures as they relate to process metrics and completion of business plan items. Participate in leadership activities. Consult in the development and analysis of procedures and measurement tools. Use methods such as mapping, process improvement and reengineering to identify process bottlenecks and address them.

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 the attached additional sheets, if necessary.
Decisions necessary to carry out the tasks listed in 14 and 15.
17. Describe the types of decisions that require your supervisor’s review.
Media, legal or legislative matters; filling of position vacancies, or major expenditures.
18. What kind of physical effort do you use to perform your job? What environmental conditions are you physically exposed to on your job? Indicate the amount of time and intensity of each condition. Refer to instructions on page 2.
Inflexible deadlines, ability to work under pressure, flexibility to work overtime on an “as needed” basis. Responding to a variety of questions from diverse groups requiring patience, understanding and the ability to communicate in a clear and effective manner.
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, ongoing basis. (If more than ten, list only classification titles and the number of employees in each classification.)
NAME CLASS TITLE
Ava Smith Dept. Supervisor 11
Steve Cary Dept. Analyst 9
Dustin Duprest Dept. Analyst 9
Kara Gamboa Dept Analyst 9
Robert Hoppes Dept Analyst 9 / NAME CLASS TITLE
John Karagoulis Dept Analyst 11
Mary Staley Dept Analyst 11
Trista Stine Dept Analyst 11
Kayla Lintz Dept Analyst 9
20.  My responsibility for the above-listed employees includes the following (check as many as apply):
x Complete and sign service ratings. x Assign work.
x Provide formal written counseling. x Approve work.
x Approve sick and annual leave requests. x Review work.
x Sign time and attendance report. x Provide guidance on work methods.
x Orally reprimand. x 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 FILLED OUT BY IMMEDIATE SUPERVISOR
22. Do you agree with the responses from the employee for items 1 through 18? If not, which items do you disagree with and why.
Yes
23. WHAT ARE THE ESSENTIAL DUTIES OF THIS POSITION?
This position functions as a Business Process Leader for the Employer Reporting process providing strong leadership and management, ensuring the Office of Retirement Services (ORS) growing needs are met. As Business Process Leader this individual is responsible for providing a team work environment, coaching and mentoring staff, serving as a primary communicator between staff and other ORS sections, assigning resources, and assisting with budget decisions.
24. Indicate specifically how the job’s duties and responsibilities have changed since the position was last reviewed.
N/A
25. What is the function of the work area and how does this position fit into that function?
Each process is responsible for administering a portion of the retirement systems representing over 200,000 retirees, 300,000 working members, and a benefits package that pays over $1 billion annually. A focused manager and accountable individual is necessary to ensure this process can meet or exceed customer needs.
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.
EDUCATION:
Minimum Department of Civil Service Requirements.
EXPERIENCE:
Minimum Department of Civil Service Requirements.
KNOWLEDGE, SKILLS AND ABILITIES:
Strong leadership skills. Creative, innovative and self motivated. Ability to interact well with a diverse group of individuals. Good speaking skills. Retirement system knowledge. Knowledge of employment practices and procedures. Management/supervisory experience.
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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