POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. DEPTALTET45 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-COM HEALTH CETRAL OFF 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Bureau of Purchasing 4. Civil Service Position Code Description 10. Division DEPARTMETAL AALYST-E Grants Division 5. Working Title (What the agency calls the position) 11. Section Departmental Analyst Electronic Grants Section 6. ame and Position Code Description of Direct Supervisor 12. Unit GEIST, LAURA A; STATE ADMIISTRATIVE MAAGER-1 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work HESLER, JEAETTE G; STATE DIVISIO ADMIISTRATOR S. Grand Ave, Lansing, MI / Mond - Friday 8:00 a.m. - 5:00 p.m. 14. General Summary of Function/Purpose of Position This position serves as an analyst performing professional departmental analyst assignments independently. Responsibilities include: coordinating grant applications activities through the MI E-Grants system, identifying specific complex grant agreement business rules and configures the grant applications. This position will also analyze and recommend different training opportunities for MI E-Grants internal and external users and work with program to identify specific reporting needs.

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: 35 Assesses programs for specific agreement requirements and business rules and configures the grant program based upon those requirements and business rules Handles grant agreements. Analyzes the workflow templates and recommends modification. Reviews system workflows template annually. Reviews changes in policies and analyzes impact on programs grant application needs. Recommends based on review of new federal, state and department guidelines. Evaluates program specific instructional documents for compliance with departmental policies and procedures related to local grant programs plans and budgets; recommends needed revisions. Duty 2 General Summary: Percentage: 15 Develops a series of trainings that incorporate different training modalities specific to MDHHS Grantor users and MDHHS external grantee users and provides daily technical assistance on the system. Develops web-based trainings for MDHHS grantor staff and MDHHS s external grantees. Recommends alternative strategies to improve training for MDHHS grantor staff and MDHHS's external grantee. Evaluates the training modalities and develops innovative solutions to ensure majority of the MI E-Grants users are proficient in the use of the system. Researches user s proficiency and determines common issues MI E-Grants users encounter. Develops strategies to reduce issue occurrence and improve proficiency. Conducts trainings for MDHHS grantor staff and MDHHS s external grantees Coordinate MI E-Grants user groups, including determination of meeting content. Develops SharePoint webpages to improve system resources. Duty 3 General Summary: Percentage: 25 Assesses specific program and department reporting needs and configures online reports for submission by grantees. Develops statistical reports with complex formulas and/or rules. Monitors and audits users assigned to approve MI E-Gants reports Proposes, develops and prepares policy materials related to the MI E-Grants system user access and report permissions. Evaluates programs required outputs for federal, state and department compliance and develops special complex reports to pull the required details. Assess programs reporting needs for program-specific reporting. Duty 4

3 General Summary: Percentage: 10 Reviews departmental grant agreements and amendments for appropriate approvals, accountability and compliance. Evaluates changes in federal/state/departmental requirements and coordinates modification to procedures to ensure review incorporates these changes. Analyzes on-going program operations and recommends policies and procedures to achieve greater efficiency and effectiveness for completing the follow-up activities. Conducts follow-up activities with departmental staff to correct errors, obtain missing documents, obtain clarification/explanation in areas of non-compliance, etc. Complies grant agreement review package and recommendation for approval. Maintains work logs to identify status on outstanding grant agreement/ amendment issues. Duty 5 General Summary: Percentage: 10 Develops documentation related to program requirements/business rules and a maintenance plan for review and updates so as to facilitate the renewal of the electronic program in a timely manner. Develops operational manuals for the MI E-Grants system including user manuals and system administrator manuals. Reviews departmental standard grant agreements/amendments including work plans, budgets and reporting requirements for compliance with federal/state/departmental requirements. Conducts follow-up activities with departmental staff to correct errors, obtain missing documents, obtain clarification/explanation in areas of non-compliance, etc. Compiles the grant agreement review package and recommendation for approval. Maintains work logs to identify status on outstanding grant agreement/amendment issues. Provides Section Manager with weekly report updates on status of grant agreements/amendments. Duty 6 General Summary: Percentage: 5 Develops ad hoc management reports as requested and other duties as assigned. Analyzes program s reporting needs and develops new reports. Queries the system to obtain specific information not available through the system s standard reports. Runs management reports as needed by Division or Section Managers. Other duties as assigned. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. The position requires that the employee exercise some independent judgment as it relates to project configuration, conducting application material reviews, and constructing reports. 17. Describe the types of decisions that require the supervisor's review. Decisions for which policies or guidelines are unavailable or unclear. 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.

4 There are periodic deadlines throughout the year that may cause a limited degree of stress. Must be able to meet all required deadlines. 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? Prepared by management. 23. What are the essential functions of this position? Coordinates the MI E-Grants implementation and maintenance for the Michigan Department of Health and Human Services (MDHHS). This includes: working with program areas to identify specific grant agreement business rules, requirements and configuring the grant program based upon those identified business rules and requirements; maintaining documentation related to those requirements so as to facilitate the renewal of the program in a timely manner; conducting grantee and grantor trainings; working with program to identify specific grantee reporting needs and running online reporting for grant recipients; developing ad hoc management and statistical reports as requested. This position will also review department standard grant agreements, including work plans, budgets, and reporting requirements, to ensure accountability with applicable federal/state/departmental requirements. Duties are listed in items 14 and 15. Duties 1 and 4 are most critical to the successful implementation of MI E-Grants for the Department. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. Additional responsibility for the division s communication plan was added to this position. The communication plan includes updating and maintaining the MI E-Grants user manual; coordinating the MI E-Grants user groups, and creates the division s web page and SharePoint documents. The analyst will continue to assist with the automation of MDHHS grant agreement process and facilitate the expansion of MDHHS s MI E-Grants into more programs, resulting in greater efficiencies for the Grants Section, Grants and Purchasing Division and MDHHS program areas. 25. What is the function of the work area and how does this position fit into that function? The Electronic Grants Section is responsible for the provision of financial and contracts management guidance, coordination and support, including involvement in fiscal policy development and implementation of resources allocated to local contract agencies for delivery of health services. The Electronic Grant Section also oversees, maintains and provides training on the use of its automated grants system. This position provides contract management guidance and training/technical advice to the Department s bureaus/offices. 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. 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: Some knowledge of governmental accounting/finance principles, methods, practices and terminology. Understand basic data base design and structure. Knowledgeable in desktop publishing and presentation software. Experience in public speaking and in delivering trainings. Ability to meet pre-established deadlines and maintain positive customer relations. Experience with Microsoft Office, especially Word and Excel. 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 TO BE FILLED OUT BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. n/a I certify that the entries on these pages are accurate and complete. JAICE STUART Appointing Authority 12/28/2017 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. DARRELL HARDE Employee