POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. DEPTALTE 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 MDHHS-DPT OF HUMA SVC CTL OF 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Bureau of Community Services 4. Civil Service Position Code Description 10. Division Departmental Analyst-E Division of Community Action and Economic Opportunity 5. Working Title (What the agency calls the position) 11. Section Programmatic Coordinator/Grant Manager/Grant Monitor BCAEO Grants Management Section 6. ame and Position Code Description of Direct Supervisor 12. Unit FIERO, MELAIE M; STATE ADMIISTRATIVE MAAGER ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work SCHOEOW, KRISTIE M; STATE DIVISIO ADMIISTRATOR S. Grand Ave, Lansing / M-F; General Summary of Function/Purpose of Position Employee serves as a Programmatic Coordinator/Grant Manager/Grant Monitor for the Bureau of Community Action and Economic Opportunity (BCAEO or Bureau). This employee is responsible for coordinating trainings to be conducted in a variety of platforms, issuing and maintaining follow-up training surveys, compiling and disseminating key information to the CAA network, and the coordination of two annual conferences. Maintenance of the BCAEO Sharepoint as well as the evaluation and analysis for State Technical Assessment Reports are also required duties. The position is also responsible to provide oversight, monitoring, or administration of contracts for a portfolio of Community Action Agencies (CAAs) operating the federally funded Weatherization Assistance Program and Community Services Block Grant flowing to through MDHHS. These activities include 1) the development of policy interpretations of federal and state statutes/regulations, 2) the review and approval of program work from the CAAs for funding, 3) the determination of the need for general and technical assistance to CAAs, and 4) providing technical assistance and training to CAAs.

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. Duty 1 General Summary: Percentage: 70 Programmatic Coordination for the Bureau. Individual tasks related to the duty: Set priorities and timelines for completion of Bureau projects. Plan for the implementation of projects based on available resources. Analyze program conflicts and make recommendations to appropriate program areas based on review of assigned agencies' communications and monitoring visits. Develop, review, and provide input on written communications and other documents from federal partners and internal changes as assigned. Assist in the implementation of new initiatives as assigned. Assist in the development, testing, and analysis of proposed automated systems including the BCAEO Sharepoint site. Review, analyze, recommend, write, communicate, and implement policy as assigned. Represent the Bureau on work groups formed to evaluate current policy, review proposed policy, or recommend revised policy. Maintain a schedule of in-person trainings to be shared with the CAA network. Maintain a Bureau calendar that includes monitoring schedules, upcoming events, and programmatic due dates. Create and distribute and evaluate surveys to maximize effectiveness of issued trainings. Maintain the Learning Management System of trainings available online. Collect, organize, and disseminate relevant information to the CAA network on a regular basis. Identify and coordinate potential sponsors for annual conferences. Identify and coordinate potential locations for annual conferences. Complete State Technical Assessment Reviews for CAAs based on monitoring outcomes. Maintain a Microsoft Access Database to include current monitoring outcomes and reports. Other duties as assigned.

3 Duty 2 General Summary: Percentage: 15 Liaison between DHHS and 29 Community Action Agencies and other Contractors. Individual tasks related to the duty: Stay abreast of policies, procedures, and opportunities that are communicated from MDHHS management and the various program areas. Ensure that MDHHS policies, procedures, and opportunities are clearly communicated to CAAs and other contractors. Communicate concerns and feedback forwarded by CAAS and other contractors to appropriate MDHHS management. Ensure that concerns and questions are addressed, and appropriate feedback is provided to the CAAs or contractor. Duty 3 General Summary: Percentage: 15 Administer contracts and review Community Action Agency (CAA) and other contractor s performance annually. Individual tasks related to the duty: Monitor: Participates in designing a monitoring tool that covers funding source. Completes monitoring review in-person at the assigned agencies. Provides written feedback outlining findings from in-person monitoring visits. Works directly with Bureau staff to develop corrective action plans where deficiencies are noted. Works directly with management to identify opportunities for program enhancements. Evaluates monitoring visit results, documents, and communications received from assigned agencies to determine if training or technical assistance is needed. Develops and delivers technical assistance via in person contact or telephone as needed or requested from CAA and other contractors. Assist CAAs and other contractors with securing other forms of training and technical assistance resources as necessary. Grant Manager: Reviews specialized contracts either in person, through review of written correspondence, or through telecommunication. Evaluates contracts for compliance with department policies and procedures related to local grant program plans and budgets; suggests revisions. Monitor contract processing for assigned agencies to facilitate timely execution of contracts. Reviews statements of expenditure for accuracy and compliance with department policies and procedures. Submits statements of expenditure for appropriate signature and payment. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Explanation of MDHHS policy and procedure questions to the CAAs resulting in the proper expenditure of funds. Recommendations for technical assistance to the local agencies resulting in a more effective agency. Make final recommendations on the design and development decisions for the final program, procedural and systems support materials. Makes final recommendations that impact management decisions regarding technology, policy, and program priorities and implementation methods. Evaluation of training issued by the Bureau to maximize efforts.

4 17. Describe the types of decisions that require the supervisor's review. To establish priorities of assignments if there are conflicts. When a question arises not covered by a clear policy. When decisions impact on other work units. Decisions that are legally, politically, or financially sensitive. Supervisor must provide a decision on final recommendations from analyst. Final locations for conferences. Correspondence shared with the network. 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. Statewide travel is required as needed as well as the possibility of attendance at out-of-state conferences. Responsibilities typically involve sitting, standing and bending. 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? The essential duties of this position are to serve as a back-up, monitor and/or administer of contracts to an assigned set of the state s 29 community action agencies and other assigned contractors. This involves oversight of the appropriate and effective use of funds administered and operated through the community action agencies serving the low-income citizens in our state. Coordination of trainings, conferences, correspondence, and reports are also involved in this role. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. ew Establishment 25. What is the function of the work area and how does this position fit into that function? The function of the work area is to deliver programs aimed at assisting low-income families to be more self-sufficient. This position s function is one of oversight of all the agencies receiving funds to deliver programs with the low-income as the target population. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Possession of a bachelor s degree in any major. A degree in Communications or English is preferred. EXPERIECE:

5 Departmental Analyst 9 o specific type or amount is required. Departmental Analyst 10 One year of professional experience. Departmental Analyst P11 Two years of professional experience, including one year of experience equivalent to the intermediate (10) level in state service. KOWLEDGE, SKILLS, AD ABILITIES: 1. Ability to read, analyze, and interpret policies, technical procedures, and government regulations. 2. Ability to respond to common inquiries or complaints from customers. 3. Ability to function with strong written and verbal communication skills. Able to express thoughts and ideas effectively in group settings, training sessions, verbally and in writing. 4. Ability to write reports, business correspondence and procedure manuals. 5. Ability to define problems, collect data, establish facts, and draw valid conclusions with exceptional consultative, analytical, and problem-solving skills. 6. Ability to effectively use common business computer software such as Microsoft Office. 7. Ability to use online applications such as Learning Management System and SharePoint. 8. Ability to build strong relations and maintain favorable partnerships. 9. Ability to be highly persuasive and influence and energize others and get them enthusiastically involved. 10. Ability to function very independently with minimal guidance and direction. CERTIFICATES, LICESES, REGISTRATIOS: one 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 Date TO BE FILLED OUT BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. /A I certify that the entries on these pages are accurate and complete. LIDA SOG Appointing Authority 5/25/2018 Date 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.

6 Employee Date