REV 8/2007 / 1. Position Code
SECRTRYA
State of Michigan
Civil Service CommissionCapitol 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.)
VACANT / 8. Department/Agency
State Police
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Field Services Bureau
4. Civil Service Classification of Position
Secretary-9 / 10. Division
Special Investigation Division
5. Working Title of Position (What the agency titles the position)
Section Secretary / 11. Section
Field Resource Section
6. Name and Classification of Direct Supervisor
D/F/Lt. Jerry Carter
State Police First Lieutenant 15 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Insp. John Card
State Administrative Manager 16 / 13. Work Location (City and Address)/Hours of Work
333 South Grand Avenue, Lansing, MI
Monday through Friday 8am to 5pm
14. General Summary of Function/Purpose of Position
Performs related work appropriate to the classification (providing administrative support as a management assistant to the section commander) while maintaining confidentiality with documents and information received at the office. The position coordinates section operations on behalf of section commander; prepares financial reports, types/composes letters, memoranda, reports, minutes of meetings, and spreadsheets; proofreads and corrects prepared material; sorts and distributes incoming mail; operates standard office equipment; receives/makes phone calls on behalf of section commander, takes messages, acts as liaison between section commander, staff and executives; establishes and maintains office files, logs, indexes; oversees timekeeping; assists in budget preparation and management; and, determines needs and orders office supplies and equipment for section personnel.
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 50Preparation of reports and correspondence; coordinating section operations on behalf of the section commander, functioning as a management assistant to the section commander.
Individual tasks related to the duty.
· Compose/prepare and edit correspondence, based on knowledge of the supervisor's point of view, related to issues of the work site for the Fire Investigation Unit (FIU), Technical Services Unit (TSU) and the Secure Cities Initiative (SCI).
· Prepare and edit routine correspondence and reports with some latitude to content and/or from verbal instructions.
· Prepare original and supplemental reports from digital recordings for sergeants assigned to section.
· Prepare supplemental reports from journal entries at least once every six months or when needed.
· Prepare memos and correspondence for section commander and sergeants assigned to the section.
· Prepare section personnel contact information list with addresses and phone numbers; prepare emergency contact list.
· Track sergeant overtime budget expenditures and CSS&M expenditures for FIU and TSU
· Track the SCI overtime and CSS&M budgets and compose correspondence to the section commander
· Complete time and expense reports for the sergeants and forward to section commander for approval.
· Review and audit DCDS entries and forward to section commander for certification.
· Reconcile P-Card logs with receipts and cycle reports..
· Identify inefficient operational practices and implement efficient and time saving solutions for the section.
· Create spreadsheets to help maintain schedules and to meet deadlines such as a performance appraisal schedule.
· Prepare regularly occurring reports and distribute to staff and members of the department as well as the public.
· Remain flexible and adapt to last minute requests and resolve them on behalf of the section commander.
Duty 2
General Summary of Duty 2 % of Time 30Preparation and maintenance of section records.
Individual tasks related to the duty.
· Establish and maintain a performance appraisal file.
· Maintain a file for P-Card purchases to include logs, receipts and cycle reports.
· Prepare and maintain a training record file for members of the section.
· Prepare and maintain an invoice file.
· Identity the need for additional records storage and retention to create an efficient daily operation.
· Comply with departmental document retention schedules.
· Prepare and maintain equipment records for guns vehicles and radios.
Duty 3
General Summary of Duty 3 % of Time 10Communication.
Individual tasks related to the duty.
· Make and receive telephone calls regarding repairs of office equipment; section bills, MAIN entry, handle DTMB requests for computer problems, and miscellaneous work-related problems.
· Act as liaison between section commander and staff, disseminating/communicating information on behalf of the section commander as needed.
· Communicate and interact with members of the Director’s Office, Field Services Bureau and other agencies on behalf of the section commander.
· Communications skills required for dealing with departmental employees and the public.
Duty 4
General Summary of Duty 4 % of Time 5Receipt and payment of section bills.
Individual tasks related to the duty.
· Receive section bills from mail and/or section personnel.
· Contact suppliers when necessary.
· Compute and prepare travel expense vouchers for section personnel, review and contact origin for corrections, if needed.
· Payment of section bills through MAIN system, making sure payment has not already been made. Print copies of all vouchers and maintain a file for section bills.
· Investigate and resolve disputed bills.
· Prepare purchase requisitions for new equipment.
Duty 5
General Summary of Duty 5 % of Time 5Provide miscellaneous administrative support to section personnel.
Individual tasks related to the duty.
· Serve as liaison between supervisors and staff by transmitting information, explaining appropriate work instructions, and following up on assignments.
· Attend meetings in place of supervisor to represent the supervisor/s point of view; report on proceedings.
· Assist in the study of office operations and services and give input for improving efficiency and economy of operations.
· Make recommendations regarding purchase of office equipment.
· Maintain overtime spreadsheets for sergeants, and grants.
· Attending training seminars and/or training videos.
· Enter time adjustments into DCDS for section personnel.
· Order and process intake of supplies.
· Miscellaneous administrative support work for sergeants assigned to the section.
· Other miscellaneous duties as assigned.
Duty 6
General Summary of Duty 6 % of TimeIndividual 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 additional sheets, if necessary.
· Review incoming correspondence, and distribute to appropriate personnel.
· Edit content, grammar, and spelling of reports and correspondence to insure professional quality and compliance with Department policies.
· Prepare and retain all files for the section.
· Purchase essential supplies.
17. Describe the types of decisions that require your supervisor’s review.
· Unique questions pertaining the duties and responsibilities of the section/division.
· Requests for technical assistance with problems or situations beyond expertise.
· Questions regarding procedures outside established department/division policy.
· Requests for comment on sensitive news related items.
· Authorization of MAIN payments, purchases, DCDS, memos, Time and Expense approvals.
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.
This position will require sitting at a desk, including a computer workstation, for periods during the work day. Also, climbing, stooping, kneeling, crouching, crawling, reaching, lifting (light to heavy), carrying and bending normally.
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
20. My responsibility for the above-listed employees includes the following (check as many as apply):
N Complete and sign service ratings. N Assign work.
N Provide formal written counseling. N Approve work.
N Approve leave requests. N Review work.
N Approve time and attendance. N Provide guidance on work methods.
N Orally reprimand. N 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?I agree with the responses above.
23. What are the essential duties of this position?
This position serves as the management assistant to the Field Resource Section Commander providing advanced secretarial and management assistance in support of the day to day management of the section. The section is comprised the Fire Investigation Unit, Technical Services Unit and the Secure Cities Initiative and has a total of 15 members.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
This position will serve as administrative support to the manager of the Field Resource Section (FRS). The FRS is part of the Special Investigation Division which is a newly created division that falls under the Field Services Bureau.
25. What is the function of the work area and how does this position fit into that function?
The Field Resource Section is comprised of the Fire Investigation Unit and the Technical Services Unit. Specialist sergeants and detective sergeants conduct origin and cause investigations and provide technical investigative assistance. The FRS is also responsible for managing the Secure Cities Initiative. This position will provide administrative support to the section manager and will be required to assist with the daily operation of the section. The position will require independent decision making on behalf of the manager.
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.
EDUCATION:
Use default Civil Service required education.
EXPERIENCE:
Use default Civil Service required experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of computer systems operation and software. Person must be well organized and have both verbal and written communication skills including spelling and punctuation. Ability to work well with others. Communicate effectively, and carry out instructions. Knowledge of the organization and composition of letters, minutes, reports, charts, and spreadsheets. Ability to make decisions and take appropriate actions. Ability to analyze and assess services and operations for quality, efficiency, and effectiveness and to make recommendations for improvements.
CERTIFICATES, LICENSES, REGISTRATIONS:
None.
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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