POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. DEPTALTAZ33N 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 Health and Human Services 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) 4. Civil Service Position Code Description 10. Division Departmental Analyst-A Bureau of Grants and Purchasing Grants Division 5. Working Title (What the agency calls the position) 11. Section Departmental Analyst 12 Finance 6. Name and Position Code Description of Direct Supervisor El-Shaer, Ihab; Finance Section Manager- Grants Division 7. Name and Position Code Description of Second Level Supervisor Hensler, Jeanette; Grants Division Director 12. Unit 13. Work Location (City and Address)/Hours of Work 235 S. Grand Ave., Suite 1201, Lansing, MI 48909/M- F/8-5PM 14. General Summary of Function/Purpose of Position This position handles the most complex functions for agreements executed in the Bureau of Grants and Purchasing (BGP). This position has the responsibility for the development of complex statewide agreement packages independently from other units. This includes final review and approval to most complex agreement types and documents. This position determines that each agreement is compliant with federal regulations, department policy and state law. This position develops training packages, coordinates presentation with other units and may conduct training for MDHHS staff and contractors. This position handles the most complex duties through meeting approved senior standards. This position will be responsible to work with other state agencies to craft and maintain interagency agreements, and with third parties to craft and maintain memorandums of understanding to meet the overall strategic goals. The position will also develop and maintain all revenue agreements currently administered by the BGP.

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 Independently develop complex contract specifications and establish objectivity in the selection process, including amount and type of service requested, and defining the standards by which entity will be evaluated and agreements issued. Duty 2 Responsible for the development, final review, and approval of the most complex statewide contract packages. Act as a recognized expert in departmental contracting matters, and make recommendations for management decisions. Using program standards as a basis, determine if the funding sources identified are in accordance with federal and state guidelines. Provide expert technical advice and assistance to executive management and program staff for new and innovative project initiatives, which require extensive research and out-of-the-box thinking to accommodate schedules of other state departments. Serve as subject matter expert for difficult and highly complex contractual assignments. Analyze and interpret complex contracts data sets from multiple sources, and present the data to management for decision making purposes. Serve as liaison with clients and representatives of private businesses, state and/or federal agencies, and other county departments to coordinate special projects, provide specified contractual services, represent the department in the development of, or change in, programs and regulations, and gather information and insight for use in assigned studies or management decisions. Conclude the need for and proposed action(s) when necessary to resolve problems or in response to new requirements of new legislations. General Summary: Percentage: 15 Manage and monitor complex statewide grant and contract agreements, including amendments. Review the grant/contract requests submitted by program staff to ensure the program standards are followed, including funding sources and client eligibility. Independently determines that each agreement is compliant with federal regulation, department policy, and state law and is legally enforceable. Develop contractual arrangements and interpret contact language to management. Compile and complete all necessary documents to obtain State Administrative Board and County Board approval(s) as appropriate. Verify the funding amount distribution for each fiscal year adds to the total grant/contact award amount. Develop guidelines to use in the budget and costs documentation materials to ensure expenditures are proper, allowable and reasonable in accordance to federal and state guidelines. Develop the grant/contract agreement, ensuring language is legally binding, and services are appropriate to the funding source and that contract language sufficiently protects MDHHS interests. Assist in contract negotiation process between program area and contractors. Obtain program staff review and approval to send grant/contract agreement to contractor for signature. Once grant/contract has been properly signed by the agency, review to ensure documents are accurate and have not been altered. Review and approve amendments for contract language and fiscal (budget) changes, and review and approve line item budget transfers.

3 Duty 3 General Summary: Percentage: 15 Work with other state agencies to develop and maintain interagency agreements (IAs), with third parties to develop memorandums of understanding (MOUs), and with all involved parties to develop and maintain revenue agreements (RAs) currently administered by the BGP. Work as a liaison with other state agencies to independently develop and maintain interagency agreements (IAs). Follow proper communication protocols with other state agencies while IAs are being developed and maintained. Understand each party s responsibilities involved in the interagency agreements (IAs). Work as a liaison with other service providers such as hospitals, and medical centers to independently develop and maintain memorandums of understanding (MOUs). Professionally represent the Bureau of Grants and Purchasing (BGP) in contacting other state agencies or in dealing with third parties. Understand the criticality and urgency of the interagency agreements (IAs) and memorandums of understanding (MOUs), then assign work priorities accordingly. Work collaboratively with all involved parties (health care providers, universities, etc.) to maintain and develop contractual revenue agreements (RAs). Correspond and coordinate with participants in the revenue agreements (RAs) to assure the accuracy of the contractual agreements between all involved parties. Duty 4 General Summary: Percentage: 15 Maintain and update residential and adoption foster care information into MiSACWIS and into other data systems including spreadsheets. Enter new contract and non-contract rates in MiSACWIS, and update pertinent spreadsheets with the new information. Update and upload foster care information onto the intranet each month to reflect changes in rates, contractors information, and the like. Enter the new rate calculations before the end of every fiscal year for the appropriate contracts. Correspond directly with program areas and agencies to discuss foster care contracts. Seek proper approvals to ensure no interruption of foster care services, programs or payments. Duty 5 General Summary: Percentage: 5 Other duties as assigned Research legal ramifications of proposed changes to contract general provisions. Develop complex contract formats tailored to the individual needs of each program or funding source. Use various database to record and analyze contract information. Serve as technical advisor to assist management and staff as needed. Recommend criteria, standards and guidelines to assess program structures and determine their compatibility with the objectives and priorities of the BGP. Update policies and procedures as necessary. Use independent judgement to carry out assignments that have significant impact on services or programs. Interpret guidelines and regulations, then recommend to management appropriate course(s) of action. Develop and recommend alternative state and departmental strategies to address and resolve a variety of issues and problems.

4 Work as a consultant to management in coordinating departmental programs with state and federal agencies, boards and commissions, private or public entities, and communities in an assigned area. Identify process improvement opportunities and implement solutions to gain efficiencies. Work independently using judgment in unfamiliar situations not covered in policies and procedures. Work as an effective change agent who demonstrates extraordinary versatility within a broad skill set and influences change in the BGP, particularly during the SIGMA transition. Ensure the project or service is implemented in accordance with MDHHS mission and overall vision. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Decisions that require compliance with federal regulation, department policy, and state law and is legally enforceable to sufficiently protect MDHHS interests. Decisions that involve complex contract issues which may have fiscal impact on contractors or MDHHS. Decisions to determine if a contract is suitable to become fully executed and obtains the necessary signatures to do so. Decisions that impact MDHHS, contractors and/or other parties involved in agreements administered by BGP. Decisions that require extreme critical thinking and independent judgment as it relates to resolving multifaceted problems with multiple parties involved. 17. Describe the types of decisions that require the supervisor's review. Issues that may be politically sensitive. Issues that may require expert legal opinion. Issues that remain unresolved over an extended period of time. Issues that have unusual or extenuating circumstances. 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. Normal office environment with minimal travel is required. A normal work day consists of long periods of sitting with the majority of time spent working with a computer. There are periodic deadlines throughout the year, some are short deadlines due to seasonality and/or fiscal year. These short deadlines may cause a limited degree of stress at times and, therefore, time management is of an essence. 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. N/A 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 Orally reprimand. N Train employees in the work. N Approve time and attendance. N Provide guidance on work methods. N Provide formal written counseling. N Approve work. N Approve leave requests. N Review work.

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? This position handles the most complex functions for contracts executed in the Bureau of Grants and Purchasing (BGP). This position has the responsibility for the development of complex statewide contract packages independently from other units. This includes final review and approval to most complex contract types and documents. This position determines that each contract is compliant with federal regulations, department policy and state law. This position develops training packages, coordinates presentation with other units and may conduct training for MDHHS staff and agencies. This position will be responsible to work with other state agencies to develop interagency agreements (IAs), and with third parties to develop memorandums of understanding (MOUs) to meet the overall strategic goals. One of the essential functions of this position is to develop and maintain all revenue agreements (RAs) currently administered by the BGP. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. This is not a new position. However, the Sr. Departmental Analyst will also assume the responsibility of maintaining the revenue agreements (RAs) currently administered by the BGP, as well as maintaining the foster care information in MiSACWIS. Furthermore, this position will serve as subject matter expert for difficult and highly complex contractual assignments. 25. What is the function of the work area and how does this position fit into that function? The Department of Health and Human Services is the largest agency in state government, with over 14,000 employees and an annual budget of over $25 billion. The Bureau of Grants & Purchasing, Grants Division is responsible administering a variety of grants and other agreements for the entire department. This position will be responsible for administering many active agreements related to health and human services. This position is responsible for highly complex contracting activities with numerous variables. The position is responsible for the activities associated with new project initiatives, highly sensitive projects, projects that require extensive research, projects with a large statewide impact, projects that have many stakeholders, including medical and direct human services projects. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Bachelor s degree in any major EXPERIENCE: Three years of professional experience, including one year of experience equivalent to the experienced (P11) level in state service.

6 KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of laws, rules and regulations pertaining to contracts, preferably in the state government. Through knowledge of contract management, bidding and budget procedures. Ability to analyze, synthesize, and evaluate a variety of data for use in program development and analysis. Ability to establish program or service procedures, policies, or guideline and to relate these to objective. Ability to meet pre-established deadlines while maintaining exemplary customer relations. Provide excellent service standards, respond efficiently to client inquiries and maintain high client satisfaction. Experience in public speaking and in delivering training. Ability to learn and utilize computer processes. CERTIFICATES, LICENSES, REGISTRATIONS: N/A 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 Date TO BE FILLED OUT BY APPOINTING 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. Appointing Authority Date 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 Date