POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. STUDASTE POSITIO DESCRIPTIO This position description serves as the official classification document of record for this position. Please complete the information as accurately as you can as the position description is used to determine the proper classification of the position. 2. Employee's ame (Last, First, M.I.) 8. Department/Agency TRASPORTATIO CETRAL OFFICE 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Bridges and Structures 4. Civil Service Position Code Description 10. Division Student Assistant-E Blue Water Bridge 5. Working Title (What the agency calls the position) 11. Section Student Assistant Operations 6. ame and Position Code Description of Direct Supervisor 12. Unit MCITYRE, JOSEPH R; TRASPORTATIO MAIT SPV-1 Administration 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work WI-VAHOECK, AMY E; STATE OFFICE ADMIISTRATOR Lewis Drive Port Huron, MI / Limited to a total of 129 hours per calendar month 14. General Summary of Function/Purpose of Position This position functions as a clerical assistant to BWB garage staff. The position performs clerical tasks, as assigned to allow the BWB to function effectively. Duties include but are not limited to: typing, filing, copying, data entry, answering phones, updating spreadsheets, picking up parts, learning the M-5 Fleet Vehicle Database to work in the database, and performing inventories. Duties could also include assisting with the assembling of reports and data for the Operations Manager and Bridge Engineering staff.

2 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.

3 Duty 1 General Summary: Percentage: 55 Perform a full range of office support assignments for the Blue Water Bridge maintenance garage. Individual tasks related to the duty: Assist in formulating request for proposal documents, preparing and soliciting bid information, memorandums, reports, numerical data, charts, and forms from verbal or written documents for BWB staff as required. Preparation of bid quotes for vehicle repair. Obtaining repair and commodity quotes through phone and solicitations. Searching for commodities and repairs on existing state contracts. Assembly of procurement card records, coding of purchases, entry of charges into SIGMA accounting system. Work independently to establish, maintain, and/or organize office-filing systems including Bridge File documentation organization and maintenance. Sort documents in storage in accordance with established records retentions procedures. Assist in taking inventories and ordering supplies when necessary. Answer telephone and greet customers. Respond to customer inquiries or direct to the appropriate MDOT staff. Schedule meetings and conference rooms. Make copies and/or scan documents. Create and update spreadsheets. Assist with processing travel logs. Create forms and checklists for the monitoring and recording of maintenance project data. Keep vehicle and repair data on property damage reports. General garage upkeep including miscellaneous cleaning and organization tasks. Maintaining appropriate tool inventories. Insure that new inventory items get tagged and the paperwork gets properly submitted. Duty 2 General Summary: Percentage: 45 Assist the Senior Projects Engineer, Maintenance Supervisor, and Bridge Administrator in monitoring ongoing maintenance, repair and project planning. Individual tasks related to the duty: Maintain and organize, vendor files, proposal and invoicing documentation. Assist in monitoring vendor task performance, verifying key measures of contract compliance. Assist bridge engineer with miscellaneous project duties. Assist bridge engineer and maintenance supervisor with maintenance reporting methods. Pick up parts. Learn and work in the M-5 Fleet Vehicle Database. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.

4 Follows MDOT policy and procedures to make decisions when providing information to internal and external customers 17. Describe the types of decisions that require the supervisor's review. Changes in work procedures and when technical assistance is required. - ew situations not dealt with before and when unsure of the supervisor s viewpoint. - Issues that deal with policy or procedure changes - Correspondence with elected officials. - Decisions of a politically sensitive nature. - Dealing with irate or unruly customers. -All contact with any representative of a media organization. - Issues concerning disputes with vendors or contractors 18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions. May be required to: - Travel, attend meetings, training, pick up or deliver mail or supplies - Lift and carry objects up to 20 pounds Must be able to: - Stand, reach, and sit for long periods of time to perform tasks and while operating office equipment - Hear and speak using a telephone - See, read, and interpret written instructions 19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, on-going basis. Additional Subordinates 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 leave requests. Approve work. 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? Provides general office support to the Blue Water Bridge maintenance garage by performing various clerical duties related to purchasing, project management, property inventory, and the recording of vehicle repair data. Support staff by assisting with routine administrative tasks such as typing, filing, purchasing errands, etc. Assisting bridge engineer and maintenance supervisor with project related tasks. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.

5 ew position. 25. What is the function of the work area and how does this position fit into that function? The Blue Water Bridge provides customer service to the public, business agencies, and municipalities. This includes administering maintenance activities, resolving complex traffic and safety issues, developing and maintaining traffic plans, designing bridge projects and coordinating bridge construction projects. This position provides the necessary administrative support to the Transportation Maintenance Supervisor and other staff on an as needed basis. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Current enrollment in a vocational/technical school or a post-secondary educational institution. The student must provide evidence of enrollment or acceptance to a post-secondary educational institution EXPERIECE: o experience necessary. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of general office practices, protocols and procedures. Ability to communicate effectively. Excellent computer skills and ability to develop correspondence, charts, spreadsheets, etc. using carious software package such as: Microsoft Excel, Microsoft Word, Microsoft Power Point, etc. Ability to interpret instructions and guidelines in order to make decisions. Ability to perform duties in a dependable manner. CERTIFICATES, LICESES, REGISTRATIOS: Valid U.S. driver s license OTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of 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 TO BE FILLED OUT BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. one I certify that the entries on these pages are accurate and complete. KELLEY SCHMITT Appointing Authority 5/22/2018 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