State of Michigan Civil Service Commission 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) HUMAN RESOURCES OPERATIONS 4.Civil Service Position Code Description HUMAN RESOURCES TECHNICIAN 5.Working Title (What the agency calls the position) HUMAN RESOURCES TECHNICIAN Division OFFICE OF HUMAN RESOURCES DEPARTMENT OF HEALTH AND HUMAN SERVICES 11.Section PAYROLL/TRANSACTIONS 6.Name and Position Code Description of Direct Supervisor KRISTINA PLATTE, DEPARTMENTAL SUPERVISOR Unit HUMAN RESOURCES TRANSACTIONS UNIT 7.Name and Position Code Description of Second Level Supervisor MICHAEL DEROSE, STATE ADMINISTRATIVE MANAGER Work Location (City and Address)/Hours of Work 235 S. GRAND, LANSING, MI MONDAY FRIDAY 8 AM 5 PM 14. General Summary of Function/Purpose of Position This position functions as a recognized resource for research, review, analyzing and auditing of transactions for the MDHHS/DHS payroll unit. This position handles all complex grievance settlements and serves as back-up for MDHHS/DHS Technician position within the Transactions Unit. This position requires a high level of independent judgment, provides compensation and benefits counsel for 11,000+ employees. Serves as a back-up to manager as compensation and benefits liaison between agency employees, other state agencies, MI HR Service Center, Disability Management Office and labor organizations. Implement, resolve and clarify issues relating to employee compensation and benefits. Coordinates training activities regarding HR technical processes, including DCDS/time and attendance training. Interpret Civil Service rules and regulations, departmental rules, policies and procedures as they relate to Human Resources issues/compensation and benefits. This position carries a reduced Transactions work load. Page 1

2 15. Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty. Duty 1 List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent. General Summary of Duty 1 % of Time 60 Audit work of HR Assistant team members including auditing labor relations work done by HRA staff and other complex grievance settlements, arbitration awards, pre-grievance settlements and imprest cash requests. Individual tasks related to the duty. Review daily work of HR Assistant staff; evaluate accuracy, evaluate errors, identify appropriate corrective actions, and refer to supervisor for assignment of corrections. Identify error trends, evaluate cause of repeated errors, and develop recommendations to resolve repeated errors. Develop and deliver training as needed to resolve error trends. Monitor implementation of transactions to assure timely entry. Research employee information in relations to benefits, retirement, wage and other payroll costs, which may impact proposed and/or accepted grievance settlements or arbitration awards. Evaluate settlement or award provisions to determine payroll and benefits that are affected and implement all complex grievance settlement and arbitration awards. Serve as main contact for grievance and arbitration awards for final calculations, guidance and implementation. Research and analyze all overpayments/underpayment, identify repeated issues, develop recommendations to resolve ongoing issues. Assure that collection and disbursements of funds to correct over and under payments are implemented appropriately and in accordance with Civil Service and union contract requirements. Serve as an expert resource to the HR Assistant staff in evaluation and implementation of more routine grievance settlements and awards; conduct post audit evaluation of HR Assistant settlement and award implementations; identify corrections, and facilitate implementation of corrections when needed. Ensure all grievance settlements are completed timely, accurately and the correct codes are being used for processing. Research and determine proper processing methods in handling complex transactions as elevated by HR Assistant staff; propose changes in processes to improve efficiency and/or reduce work unit errors. Approve and process DCDS adjustments that have financial implications. Departmental Liaison between MDHHS/DHS HR department, employee, Department of Treasury, Employee Benefits Division, OFM, and Disability Management Office (DMO) to obtain information, request guidance, and coordinate actions as necessary. Research and evaluate circumstances that may require recreation of checks; research records in MAIN, issue Stops on checks in MAIN when necessary; determine vendor # for employee in MAIN, evaluate and notify Treasury when released checks need cancellation; research and evaluate ramifications on EFT transfers, obtain any required authorizations from Treasury to stop an EFT; coordinate with Treasury, Employee Benefits Division and OFM for reissuance of check; implement HRMN actions to reissue checks as appropriate. Analyzing and recreating payments when necessary to employees; making sure all benefits/deductions have been properly pulled while meeting all tax guidelines; working with OFM when tax guidelines are not being met through a manual process of recreating a check/payment. Responsible for manually adjusting employee s leave accruals, salary histories involved with reissuance of payments. Analyze imprest cash payments, making sure all benefits have been adjusted/paid correctly when imprest cash is created. Ensure all monies have been paid/recouped correctly for employee s underpaid/overpaid. Research and analyze all monies due to an employee are paid accurately, as quickly as possible and verifying the employee is due money. Page 2

3 Duty 2 General Summary of Duty 2 % of Time 30 Responsible for carrying a partial transactions workload, training new HRA staff, processing job changes, employee departures including resignations, terminations and retirements. Also responsible for the entry and auditing of data into the Data Collection Distribution System (DCDS). Train timekeepers and certifiers in the use of DCDS. Individual tasks related to the duty. Prepare and process departmental reassignments, reclassifications, promotions, demotions, layoffs, and recalls. Work with Classifications/Selections staff to insure pre-authorized reclassifications are completed in a timely manner. Prepare and complete process level changes to other state departments. Calculate and process retro-active compensation if the job change is processed with a retro-active effective date. Audit pay rates, step increases, grade changes and reclassifications to be processed by Civil Service. Verify and (at times) correct tax adjustments/changes that relate to job movement. Run work history reports in ISO checking comments for suspensions, periods of separation and lost time. Complete a CS-301 for employee departures Calculate employee s final payoffs including final pay period s hours worked. Process final departure through ISO with leave balance payoffs and prorated longevity when applicable. Meet with employee to review final pay and departure documents. As well as resolve any final inquiries and answer any final questions employee may have regarding departure. Forward proper paperwork to ORS (Office of Retirement Services). Complete COBRA as necessary. Train individual employee entry, timekeeping and certifying. Audit the entry of time by on-site timekeepers and certifiers. Resolve any warnings/errors. Contact timekeepers and/or certifiers concerning questions and/or corrections to time. Enter time for work sites when necessary due to deadlines or computer malfunctions. Enter Index/PCA changes. Link Employees to Supervisors in DCDS Audit, approve, and release time on a biweekly basis. Calculate and enter adjustments in time entry for prior pay periods trough DCDS or (at times) manually in ISO. Monitor use of comp time, school leave, jury duty and lost time. Keep records of those on FMLA, leave of absence, worker s comp, adjusted schedules and suspensions. Duty 3 General Summary of Duty 3 % of Time 10 Serve as a back-up within the Transactions Unit for MDHHS/DHS. Individual tasks related to the duty. Perform functions of other unit technician on an as needed basis. Participating and organizing any training programs as necessary for HR Assistants and MDHHS employees. Providing technical guidance to HR Assistants and MDHHS employees regarding classification and labor relations issues. Page 3

4 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Reviews potential appointments including promotions, transfers, hires, grievance settlements, etc. to ensure compliance with Civil Service, Department and Bargaining Unit rules and contracts. Should fault be found in the process, has the authority to go to the party requesting transaction to deny the request and explain the reason(s) for denial. 17. Describe the types of decisions that require the supervisor s review. Interpretation of complex, unfamiliar, or unclear contract language, Civil Services rules or department policies, procedures, rules, guidelines, etc. Position works independently and asks Manager for guidance after exhausting all available resources, reference materials regarding rules, policies and procedures. Manager is consulted on matters affecting other work areas or issues with significant monetary impact and when Civil Service Rules and Regulations are not clear or when decision is beyond scope of authority delegated to this position. 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. Position performs in a standard office work environment involving extensive computer work which includes sitting and typing on a keyboard, sitting for extended periods and ability to read computer screens. Peaks and valleys in workload create backlogs and associated stress. The need for accuracy is imperative in this position. The position also needs to deal with a number of individuals, including the general public and MDHHS/DHS employees about sensitive matters. 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 4

5 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 position functions as a recognized resource for human resource technician functions providing services to departmental personnel. Train, guide and interpret contract language and Civil Service rules for all areas of responsibility. Operate applicable computer programs, including HRMN/ISO, DCDS, MAIN, NEOGOV and Business Objects to complete timekeeping and personnel transactions. 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. This is a new position. 25. What is the function of the work area and how does this position fit into that function? To provide personnel services to departmental personnel. Ensure all actions are within Civil Service rules, Department policy, etc. Provide human resources assistance and human resource related training to all employees within areas of responsibility. Page 5

6 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: Education level typically acquired through completion of high school. EXPERIENCE: Three years of experience equivalent to a Human Resources Technician, including two years equivalent to a Human Resources Technician 8 or one year equivalent to a Human Resources Technician E9; or four years of experience equivalent to a Human Resources Assistant; or three years of experience equivalent to a Human Resources Customer Service Representative 9; or one year as an Office Supervisor 9 with the PRSL subclass code in state service. KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of rules, practices and procedures used in public personnel administration; state government organization and missions; functions assigned to various occupations in state government; Michigan Civil Service Commission rules, regulations, forms and procedures related to the work; collective bargaining agreement provisions and/or procedures related to the work; personnel activities involving various personnel actions; HRMN/ISO, Business Objects and/or department specific databases to produce personnel reports; state automated human resource or payroll systems, interviewing techniques to collect data. Ability to select and compile data for correspondence and reports; apply standards and guidelines to individual situations to identify acceptable and/or problem circumstances; meet officials of government and industry and the public to explain personnel operations; conduct established training sessions, workshops, conferences, seminars and programs regarding staff development and training: communicate effectively; maintain favorable public relations; assume responsibility and work independently; follow complex instructions. CERTIFICATES, LICENSES, REGISTRATIONS: None 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. Kristina Platte Supervisor s Signature TO BE FILLED OUT BY APPOINTING AUTHORITY Date Indicate any exceptions or additions to statements of the employee(s) or supervisors. I certify that the entries on these pages are accurate and complete. Amy Cornwell 11/14/2016 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 6 Date