POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. DPTLTCHES43R POSITION DESCRIPTION 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 Name (Last, First, M.I.) 8. Department/Agency Technology, Management and Budget 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) Office of Retirement Services 4. Civil Service Position Code Description 10. Division Departmental Technician-E Organizational Support 5. Working Title (What the agency calls the position) 11. Section Departmental Technician (Limited Term) Employer Reporting 6. Name and Position Code Description of Direct Supervisor 12. Unit Ava Smith, Departmental Supervisor 11-2 E9 7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work Lisa Reed, Departmental Manager 13 Steven T Mason Building, 5-South 530 W. Allegan Street, Lansing, MI Monday-Friday 8:00am 5:00pm 14. General Summary of Function/Purpose of Position This position will provide resources to the Business Process Reengineering (BPR) project a $2.5 million, cross-agency project effort. This position will assist the process in meeting goals during the development and implementation of the BPR project by working on existing tasks while other Employer Reporting resources are assigned to the BPR project to assist in the development, testing and implementation of the project. This includes assisting in providing customer service in the areas of employer reporting and service credit This may include providing customer service to reporting units, contacting schools on reporting issues and providing assistance regarding missing and unaccepted reports and org fixes. The position may also provide customer service to ORS members handling requests received via forms, phone calls, miaccount, , and written correspondence. Performs system testing for the BPR project on an as needed basis.

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: 40 Serve as an assigned resource on the Business Process Reengineering project. Assist with tasks to prepare for the implementation of the BPR project. Duty 2 Review and validate accounts Determine if recalculations are required. Make corrections on accounts as needed Communicate with the appropriate organizations as needed, including the Third Party Administrator Update project lead on progress. General Summary: Percentage: 30 Provide backfill on tasks to ensure ER resources are able to assist on the BPR project. These processes will incur efficiencies with the BPR project. Based on state statute; the Reporting Instruction Manual and ORS policies and procedures, work with reporting units who have not submitted and/or unaccepted payroll reports and outstanding reporting errors. Respond to reporting units issues and concerns regarding payroll reporting, payments, reconciling and employer statements. Duty 3 Contact reporting units who are delinquent in submitting reports, have unaccepted reports and/ reporting errors preventing reports from posting. Follow up with reporting units on incorrectly coded transactions providing instruction on negative and positive adjustments. Research and respond to questions on reconciling employer statements. Respond to customers and employers inquiries regarding service credit and evaluation of accounts, via phone, written correspondence, , miaccount, or in person. Enter clear and concise notes in Siebel and Clarety regarding interactions with reporting units and customers. Ability to promptly respond to internal and external customer needs in an accurate, courteous and professional manner. General Summary: Percentage: 20 Provide rigorous and thorough testing of system changes as a result of the BPR project prior to updates being uploaded to the retirement database system. Work with the process business analyst on problem resolution of testing findings. Duty 4 Define test data needed to perform the test plan and contact appropriate staff to request data set up in UAT environment. Perform system testing requiring complete knowledge of system function and ensure changes do not negatively impact the performance of the retirement database in other areas. Document findings. If testing failed provide clear and concise details to the business analyst and the business process owner. Assist with problem resolution. Request PIR s according to established policy and procedures. General Summary: Percentage: 10 Perform other duties as assigned which fall within the scope of this classification and level.

3 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Existing state statute, ORS policies and procedures, RIM, and past experience are used in making independent decisions. Decisions impact members, former members, survivors, and employers. 17. Describe the types of decisions that require the supervisor's review. In unique situations, areas new or beyond the position s scope, and when unclear policy issues arise, a supervisor or manager will be consulted to assure correct information is being provided and/or difficult situations are being resolved. 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. Typical office environment. The position requires materials be retrieved from the copier and facsimile equipment periodically throughout the day. It also requires attendance at meetings within or outside the office. 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): N Complete and sign service ratings. N Assign work. N Provide formal written counseling. N Approve work. N N Approve leave requests. Review work.

4 N Approve time and attendance. N Provide guidance on work methods. N Orally reprimand. N 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? Resource on Business Process Reengineering project. Provide backfill on tasks to ensure ER resources are able to assist on the BPR project. Provide customer service to reporting units as a point of contact regarding payroll reporting issues. Contact schools and providing assistance regarding missing and unaccepted reports and org fixes. Provide customer service to ORS reporting units and members handling requests received via forms, phone calls, miaccount, , and written correspondence. Perform system testing on an as needed basis. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. Fill Vacancy 25. What is the function of the work area and how does this position fit into that function? The Employer Reporting process performs many services for the active members in multiple retirement systems and services to various system reporting units. These services include but are not limited to answering questions for members and employers via written correspondence, , phone, miaccount and face to face regarding employer payroll reports, service credit evaluations, bills, TDP agreements. The ER process performs testing of changes to the retirement system for the ER areas of responsibilities. This position will provide the additional resources on a limited term basis to ensure a major project initiative is implemented on time. This position will assist in a data validation effort and perform tasks that will become more efficient after the project is implemented and will provide ER the ability to assign resources to the project while the person in this position completes existing tasks to ensure the ER process achieves their goals. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Minimum Civil Service requirements. EXPERIENCE: Minimum Civil Service requirements. KNOWLEDGE, SKILLS, AND ABILITIES: Ability to work as a member of a team. Ability to continuously learn & retain information. Ability to identify and assess situations quickly and accurately. Ability to work independently and take initiative. Sound communication skills. Ability to analyze and evaluate documents and interpret laws, rule and regulations. Good judgment to properly apply information to individual cases. Ability to adapt to a fast-moving, ever-changing environment and to handle multiple priorities and meet tight, inflexible deadlines. Friendly, responsive attitude necessary to satisfy both internal and external customers. Ability to use personal computer (multi-task with a variety of systems), Microsoft Office, and multi-line phone system. Retirement experience helpful. Knowledge of the employer production website and Clarety is needed to ensure payroll reports are submitted accurately. CERTIFICATES, LICENSES, REGISTRATIONS:

5 NOTE: 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 APPOINTING AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. I certify that the entries on these pages are accurate and complete. KYLA MOORE 9/4/2014 Appointing Authority 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