CS-214
Rev 11/2013 / Position Code

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
Environmental Quality
3.Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
4.Civil Service Position Code Description / 10. Division
General Office Assistant / Remediation and Redevelopment
5.Working Title (What the agency calls the position) / 11. Section
General Office Assistant / Laboratory Services
6.Name and Position Code Description of Direct Supervisor / 12. Unit
Julia Pieper, Laboratory Scientist Manager 13 / Organic
7.Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Carol Smith, Laboratory Scientist Manager 14 / 3350 North Martin Luther King Blvd
Lansing, MI 48906
14. General Summary of Function/Purpose of Position
The primary responsibilities of this position are to perform secretarial/clerical and customer service duties in the Laboratory Section of the Division and also to assist with sample kit preparation and sample receiving. This position performs data entry quickly and accurately into various computer databases and performs a variety of clerical activities as needed including answering phone calls and providing customer service. This position also prepares and maintains a stock of sampling supplies for shipment to clients and assists in the sample receiving area with package opening and sorting of samples. Work is performed independently with minimal guidance. The employee in this position must use judgment in making decisions where alternatives are determined by established policies and procedures. This position is designated as security sensitive and 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 % of Time 45%
Performing data entry and proofing duties, answering incoming phone calls, and other related tasks.
Individual tasks related to the duty.
·  Enter sample data from sample submission forms into computer databases. These databases include, but may not be limited to, Laboratory Information Management System (LIMS) and Laboratory Sampling Unit program.
·  Proof and correct sample data entered by other clerical staff in the LIMS system.
·  Enter bottle order requests received by phone, email, and fax.
·  Answer incoming telephone calls and provide customer service to clients. This often involves accessing the LIMS system to retrieve information. Direct clients needing technical assistance to correct person to handle their questions.
·  File Request for Analysis forms.
·  Run Drinking Water reporting application which prints and emails reports to customers and counties.

Duty 2

General Summary of Duty 2 % of Time 30%
Assist with sampling kit preparation.
Individual tasks related to the duty.
·  Label new bottles after quality control check is completed
·  Prepare back stock of sampling containers, shippers, and forms,
Prepare customer orders with appropriate sampling containers and forms for shipment.

Duty 3

General Summary of Duty 3 % of Time 15%
Assist in sample receiving.
Individual tasks related to the duty.
·  Receive, open, sort, and prepare drinking water sample shipments for login.
·  Review sample shipments against Request for Analysis forms for appropriate sample containers, hold times, and payment.
·  Login drinking water samples into the Laboratory Information Management System (LIMS) creating a unique laboratory number for each sample.

Duty 4

General Summary of Duty 4 % of Time 5%
General office and Laboratory Section Secretary assistant/back-up duties.
Individual tasks related to the duty.
·  In-house copying and faxing of documents as needed.
·  Overseeing operation of copiers and fax machines as backup.
·  Processing, date stamping, delivering, and distributing incoming and outgoing mail as backup.
·  Composing routine correspondence including e-mail.
·  Backup for printing bottle orders and mailing labels.

Duty 5

General Summary of Duty 5 % of Time 5%
Performing other duties as may be assigned by Unit Supervisor.
Individual tasks related to the duty.
·  Performing other duties as may be assigned by Supervisor.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Decisions regarding the following are made on a daily basis: (1) channeling of incoming phone calls and inquiries; (2) prioritization of workload; and, (3) interpreting and applying guidelines to resolve problems. These decisions largely affect all Lab personnel on a daily basis. Incorrect or inappropriate performance could be disruptive and result in a negative image of the DEQ RRD Laboratory Services.
17. Describe the types of decisions that require the supervisor’s review.
Prioritization of workload when assignments become overwhelming and in situations where new and unfamiliar assignments are given.
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.
Lifting of incoming packages and samples delivered by courier services and field staff. General physical activities performed in an office environment including sitting, standing, and bending are done on a daily basis. This position is performed in a drinking water laboratory where known and unknown hazardous compounds are handled daily. However, physical contact with these compounds is unlikely.
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?
Agree
23. What are the essential functions of this position?
The primary responsibilities of this position are to perform clerical duties, provide customer service, assist in sampling kit preparation and assist in sample receiving. This position performs data entry quickly and accurately into various computer databases and performs a variety of clerical and customer service activities as needed. This position also prepares and maintains a stock of sampling supplies for shipment to clients and assists in the sample receiving area with package opening and sorting of samples. Work is performed independently with minimal guidance after training. The employee in this position must use judgment in making decisions where alternatives are determined by established policies and procedures. This position is designated as security sensitive and requires a criminal history background check.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
This is a new position.
25. What is the function of the work area and how does this position fit into that function?
The Laboratory Services Section drinking water program performs laboratory analysis for public water supplies, private citizens and divisions within the Department that require lab services. The employee in this position will be required to serve in a variety of clerical, customer service, and support functions.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Knowledge and skills typically acquired through completion of high school.
EXPERIENCE:
One year of customer service experience involving substantial telephone calls is desirable. In addition, experience in a laboratory setting with knowledge of scientific terminology is desired.
KNOWLEDGE, SKILLS, AND ABILITIES:
Speed and accuracy in data entry, excellent communication and customer service skills, attention to detail, ability to follow procedures, and ability to function as part of a team. A positive attitude and ability to deal with technical and non-technical people is required.
CERTIFICATES, LICENSES, REGISTRATIONS:
Other: Criminal History Background Check required.
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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