POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. OFFCSPV2A39 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 TREASURY CETRAL PAYROLL 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Financial and Administrative Services 4. Civil Service Position Code Description 10. Division OFFICE SUPERVISOR-2 Office of Departmental Services 5. Working Title (What the agency calls the position) 11. Section Office Supervisor Facility, Mail and Data Operations 6. ame and Position Code Description of Direct Supervisor 12. Unit BREA, CHERRI L; DEPARTMETAL SUPERVISOR-3 Data Operations 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work THELE, BARBARA J; DEPARTMETAL MAAGER-3 14 Operations Center, 7285 Parsons Drive, Dimondale, MI / Monday Friday 7:00am 3:30pm 14. General Summary of Function/Purpose of Position This position serves as the first line supervisor overseeing the daily activities of the Data Operations Unit. The primary purpose of this unit is to provide data entry and imaging functions to their customers throughout Treasury.. Duties include establishing and maintaining unit goals and objectives, establishing and maintaining performance metrics, setting priorities and directing the work of full time and temporary employees to ensure timely processing of documents. Establishing controls for data input, error correction procedures, and reviewing computer edit reports, documenting instructions, assigning priorities, communicating daily with customers and performing supervisory duties, e.g. time and attendance, leave approval, performance reviews, and disciplinary action if necessary. Assisting in the implementation of DataCap and the decommissioning of the Data Capture Retrieval System (DCR) to transition to a paperless environment and implementing process improvements to support the departments Strategic Plan. This position is responsible for the testing of systems, identifying problems and assisting in the review of results. The supervisor must promote and maintain an environment conducive to quality improvement, and encourage employee input and teamwork.

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: 50 Direct and coordinate workflow for Data Operations ensuring data is captured and transferred/transmitted to meet customers needs. Develop and maintain data entry and imaging programs for multiple systems within Treasury. Evaluates and verifies employee performance, training requirements and approve leave requests. Individual tasks related to the duty: Coordinate work assignments, set priorities, and direct the work of employees. Review all work in progress and make recommendations to adjust priorities to meet goals. Inform users and management of problems in receiving, entering or returning work and proposes solutions. Conduct staff meetings to ensure unit is aware of overall goals and objectives. Resolve workflow problems with users to meet production goals or ensure correct data entry. Execute directories/edits to review completeness of batches. Resolve batches out of balance for transfer to mainframe. Transfer/transmission of data from disk for mainframe processing. Conduct and monitor training on job applications and equipment and ensure training is complete. Identify staff development and training needs and ensures that training is obtained. Establish and maintain annual employee performance evaluations for each employee. Approve leave requests. Duty 2 General Summary: Percentage: 40 Assist with the implementation of DataCap and the decommissioning of the Data Capture Retrieval (DCR) System. Individual tasks related to the duty: Assist in the transition of all manual data entry documents to a paperless environment and implement process improvements to support the departments Strategic Plan. Identify opportunities to improve document capture, forms, instructions and work processes. Continually monitor technology performance in key areas to document and communicate performance issues. Oversee testing and implementation of technology improvements. Assist in the development of test material and test scripts. Create and update reports to reflect work volume, backlogs and employee production levels. Assist in developing procedures and training manuals. Duty 3 General Summary: Percentage: 10 Assist and perform other duties and special projects as assigned.

3 Individual tasks related to the duty: Perform related essential functions as required by the manager of Facility, Mail and Data Operations and/or the Administrator of the Office of Departmental Services. 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. Independent decisions are made daily which impact production and staffing. If work is not assigned and completed it will affect our customers ability to assist their customers (taxpayers, students, etc.). 17. Describe the types of decisions that require the supervisor's review. Decisions on what to do if general methods and guidelines do not exist. Decisions that require a change in policy and/or procedure that may negatively affect production. Staff requests for time off which may impact production levels or create backlogs. Employee performance or disciplinary issues. 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. This position is exposed to various business-related environments, including production and administration environments. May work under stressful conditions to meet customer s deadlines. The individual must work at a desk for long periods with periodic work at a computer. Batch Control requires lifting and carrying large volumes of tubs weighing pounds. 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. AME CLASS TITLE AME CLASS TITLE BRIGGS, KATHY A KEY, LAURIE L MOSHER, DIAA B JOHSO, MELIDA A VACAT STRAUBE, KALI R A 8 E STUDET ASSISTAT-E A FLUKE, DIAA L WILSO, KIA S SMITH, DWILDA M TAYLOR, JESSICA PRICE, FELICIA A 8 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.

4 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? Supervise data entry employees in a production environment. Monitor workflow procedures ensuring data is captured and transferred/transmitted to meet customer deadlines. Develop and maintain data entry programs for multiple tax systems and input data applications. Ensure standards and procedures are adhered to and in place. Meet or exceed customers needs. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. The unit is in the process of replacing the current data entry Data Capture Retrieval (DCR) System with DataCap that will use Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR). This position will assist with development and transition of all manual data entry documents to a paperless environment and implement process improvements to support the departments Strategic Plan. 25. What is the function of the work area and how does this position fit into that function? This position is responsible for directing workflow and providing overall supervison to the unit. Entering and imaging data that is transmitted to various Treasuy systems so the information can be accessed electronically by divisions who respond to customer inquireries. This position is also responsible for identifying opportunities to improve existing processes and participate on teams to implement new processes. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Education typically acquired through completion of high school. EXPERIECE: Four years of office experience involving administrative support office practices, including two years equivalent to an E7-level administrative support worker. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of training and supervisory techniques. Ability to interact with all levels of Department personnel in a professional and respectful manner. Knowledge and understanding of data entry and data capture processes. Should be self-motivated, possess leadership abilities, be team oriented and possess analytical and problem solving skills. Excellent verbal and written communication skills are also needed. The employee should also have a thorough understanding of the techniques needed for effective delegation of authority and responsibility. 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

5 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. SOYA CARTER Appointing Authority 1/5/2017 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. Employee