State of Michigan. Capitol Commons Center, P.O. Box Lansing, MI POSITION DESCRIPTION

Transcription

1 CS-214 Rev 11/2013 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI POSITION DESCRIPTION Position Code 1. 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 Civil Service Commission 3.Employee Identification Number 9.Bureau (Institution, Board, or Commission) Quality of Life Human Resources Office 4.Civil Service Position Code Description Human Resources Assistant 10.Division 5.Working Title (What the agency calls the position) Human Resources Assistant 11.Section 6.Name and Position Code Description of Direct Supervisor Mary Beth Estrada, QOL HR Director 12.Unit 7.Name and Position Code Description of Second Level Supervisor 13.Work Location (City and Address)/Hours of Work Jan Winters, State Personnel Director Constitution Hall, 525 W. Allegan, Lansing, MI M-F, Hours: 8:00 a.m. 5:00 p.m. 14. General Summary of Function/Purpose of Position This position performs a variety of Human Resources support activities for the Quality of Life Human Resources (QOL HR) Office. Responsible for monitoring and coordinating responses for unemployment claims for the QOL Agencies (DEQ, DNR & MDARD). Performs various transactions in the Human Resources Management System (HRMN) and assists with payroll processing. Performs background checks for perspective employees. Serves as the receptionist for the QOL HR Office. Responds to information requests from customers Page 1

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 of Duty 1 % of Time 30 Process all Alternative Work Schedule (AWS), Telecommuting and Supplemental Employment requests. Process standard personnel transactions in HRMN (ISO) for QOL agencies. Perform background checks for perspective employees. Assist Classification/Selections and Labor Relations staff with various tasks Process all AWS/Telecommute/Supplemental Employment requests according to the internal procedure. Process hires, re-hires, job changes (transfers, promotions, demotions, reclassifications), seasonal layoffs and returns, departures and retirements in HRMN (ISO). Audit HRMN (ISO) transactions. File information in electronic database. Search Michigan State Police Internet Criminal History Access Tool (ICHAT), Offender Tracking Information System (OTIS) and Michigan Public Sex Offender Registry (MPSOR) for criminal activity. Enter medical certification codes into HRMN (ISO) for health monitoring, Commercial Drivers Licenses (CDL s), etc. Process payroll. Assist with data entry into the drug test database. Duty 2 General Summary of Duty 2 % of Time 30 Responsible for all aspects of unemployment claims processing for DEQ, DNR and MDARD. Monitors electronic unemployment claims database daily (MiWAM) Responds to information request from the Unemployment Insurance Agency (UIA). Works with QOL HR Labor Relations staff on proper responses when necessary. Performs information inquires in HRMN (ISO). Prepares reports for the Accounting Service Center for UIA payments. Page 2

3 Duty 3 General Summary of Duty 3 % of Time 10 Coordinate QOL HR FOIA and other information requests. Work with the QOL FOIA Coordinators to process all HR related FOIA requests. Keep accurate records of FOIA s processed that are HR related. Attend updated FOIA training as needed. Work with QOL HR Staff and the appropriate HR Director to respond to information requests. Duty 4 General Summary of Duty 4 % of Time 10 Responsible for all QOL HR bill payments and processing invoices for drug tests, supplies, Health Monitoring, etc. Keep accurate records of all bills coming to QOL HR for payment. Process timely invoices for bill payments. Page 3

4 Duty 5 General Summary of Duty 5 % of Time 10 Serve as the receptionist for the QOL HR Office. Greet customers in a friendly manner. Answer phone calls and refer inquires to the appropriate person/place. Duty 6 General Summary of Duty 6 % of Time 10 Other support duties for the QOL HR Office. Oversee inventory of office supplies and reorder when necessary. Maintain and monitor the QOL HR electronic mailbox for both incoming and outgoing messages. Run Business Objects reports as needed and/or requested. Maintain HR lists both internally and externally and post on SharePoint site. Sort and distribute mail to QOL HR staff as needed. Schedule meetings, send out agendas and meeting minutes. Maintain electronic and paper personnel files. Page 4

5 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Prioritizing day-to-day responsibilities. 17. Describe the types of decisions that require the supervisor s review. Activities or requests that deviate from normal day-to-day responsibilities. Responses regarding Departmental policies, Civil Service Rule or Regulation or collective bargaining agreement interpretation. 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. Typical office environment. Periodically sitting, standing, bending and keying (entering) transactions for significant periods of time. A large degree of computer use. 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. Provide formal written counseling. Approve leave requests. Approve time and attendance. Orally reprimand. Assign work. Approve work. Review work. Provide guidance on work methods. Train employees in the work. Page 5

6 22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why? 23. What are the essential functions of this position? This position is responsible for processing standard personnel transactions in HMRN (ISO), payroll processing, unemployment claims processing, responding to QOL HR FIOA requests, conducting background checks, reception desk duties and responding to employee and customer inquiries. 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. 25. What is the function of the work area and how does this position fit into that function? QOL HR provides all HR related service to Departments of Environmental Quality, Natural Resources, and Agriculture and Rural Development. This position provides support to the entire QOL HR Office specifically in the areas relative to unemployment claims processing, background checks, FIOA requests, heath monitoring function and personnel/payroll transactions Page 6

7 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: Education typically acquired through completion of high school EXPERIENCE: Two years of administrative support experience, including one year equivalent to the intermediate 6- level in state service. KNOWLEDGE, SKILLS, AND ABILITIES: This position requires an individual with a high regard for confidential information, who is highly motivated, organized, flexible, able to communicate effectively both verbally and in writing. Good interpersonal and computer skills are required and the ability to be objective when dealing with issues and employees. CERTIFICATES, LICENSES, REGISTRATIONS: 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 TO BE FILLED OUT BY APPOINTING AUTHORITY Indicate any exceptions or additions to statements of the employee(s) or supervisors. Date I certify that the entries on these pages are accurate and complete. Appointing Authority Signature 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. Date Employee s Signature NOTE: Make a copy of this form for your records. Page 7 Date