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 Department of Technology, Management and Budget 3.Employee Identification Number 9.Bureau (Institution, Board, or Commission) Office of Support Services 4.Civil Service Position Code Description 10.Division Departmental Supervisor 12 5.Working Title (What the agency calls the position) Departmental Supervisor 12 Logistics and Operations Support 11.Section Warehouse Services 6.Name and Position Code Description of Direct Supervisor Seth Wright, Departmental Manager 14 7.Name and Position Code Description of Second Level Supervisor Kristi Thompson, State Division Administrator Unit Forms & Publications Depot Logistics 13.Work Location (City and Address)/Hours of Work General Services Building 7461 Crowner Drive, Lansing, MI 7:30 AM 4:00 PM 14. General Summary of Function/Purpose of Position This position is responsible for managing the Warehouse Services program. Warehouse Services provides consolidated statewide forms storage and distribution of active inventory and on-demand temporary storage space. In addition this position supervises the IT Depot warehouse unit currently located on Enterprise Drive. These responsibilities are accomplished with a staff of eight employees including one storekeeper supervisor. Page 1

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 of Duty 1 % of Time 50% Plan, organize, and supervise the day-to-day operations of the assigned work units to meet workloads and organizational commitments. Ensure the effective and efficient delivery of required services for the Forms & Publications Warehouse as well as Depot Logistics Unit. Individual tasks related to the duty. Assign work to subordinate supervisor Review and prioritize workloads Reassign personnel between work units to ensure the right levels of staffing Adhere to union regulations regarding work conditions and overtime equalization Assess statewide agency temporary storage needs and provide the required space Answer customer questions and provide direction for solutions Monitor workflow to optimize resources and ensure completion of all work orders and tasks Manage performance reviews and development plans of direct reports Complete an annual business plan for the program Monitor and address work quality issues Duty 2 General Summary of Duty 2 % of Time 30% Complete Warehouse Services budgeting and office business duties Individual tasks related to the duty. Manage budget for units and sub-units Provide reports and data as requested for the units as requested Capture and analyze data to measure level of service and to improve efficiency Provide monthly metrics to management Responsible for business plan priorities for units Produce a monthly billing to customers for services rendered Provide monthly customer reports Train new employees Maintain a complete knowledge and use of Warehouse Inventory System and any other related systems Manage testing and deployment of system upgrades Assist agencies in acquiring needed storage space, create proper documentation, and establish the appropriate billing documents Approve DCDS requests for time off and time reports Correct inventory discrepancies Page 2

3 Duty 3 General Summary of Duty 3 % of Time 20% Provide performance evaluations, training, and labor relations Individual tasks related to the duty. Determine staffing needs and make recommendations Prepare screening criteria and interview questions for interviews Make hiring recommendations Oversee training of employees and subordinate supervisor Prepare employee development plans Prepare position descriptions Provide counseling and corrective actions according to appropriate union agreements and civil service regulations 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. The supervisor is allowed significant discretion and makes independent judgments in the conduct of the tasks identified. Independent judgments include staffing and operational decisions, service delivery options and processing/streamlining workflow. Page 3

4 17. Describe the types of decisions that require the supervisor s review. Periodic review is made through the submission of monthly reports, status meetings and reports, scheduled program reviews and financial statements. Changes to established policy, guidelines, or practices also require supervisory review and approval. 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. This position works in a warehouse/shipping and receiving dock setting. This position is at times exposed to those types of conditions typically found in a warehouse/dock setting such as cold in the winter or heat with humidity in the summer, dust, dirt, and equipment noise. 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 Chris Nelson Storekeeper Supervisor 8 Russ Waters Storekeeper 7 Steve Alden Storekeeper 7 Mark Sanchez Storekeeper 7 Scott Ehlert Storekeeper 7 Vacant Storekeeper 7 Mike Helmic Storekeeper 7 Eric Bullion Storekeeper This position s responsibilities for the above-listed employees includes the following (check as many as apply): X Complete and sign service ratings. X Assign work. X Provide formal written counseling. X Approve work. X Approve leave requests. X Review work. X Approve time and attendance. X Provide guidance on work methods. X Orally reprimand. X 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 Page 4

5 23. What are the essential functions of this position? This supervisor, directs, and coordinates the day-to-day activities necessary to operate two warehouse units, Forms & Publications and IT Depot Logistics, servicing all branches of state government. Services range from disbursement of forms and publications to managing the shipping and receiving of IT equipment. 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. The IT Depot is now within the Logistics and Operations Support Division. This position will have supervisory responsibilities for that program including a subordinate supervisor and storekeepers. 25. What is the function of the work area and how does this position fit into that function? The work area consists of two separate units. Both areas are responsible for shipping and receiving customer orders as timely and efficiently as possible. The position plays an active role in maintaining coordination between facilities, programs, and staff. 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: One year of experience equivalent to a Departmental Supervisor 11 or experienced-level professional; or two years equivalent to a Departmental Supervisor 10, Office Supervisor 11 and 12, Secretary Supervisor 11, experienced-level technician or paraprofessional. Page 5

6 KNOWLEDGE, SKILLS, AND ABILITIES: Strong organizational, leadership, and computer skills. Knowledge of Word, Excel, and Outlook. Ability to communicate effectively with others, both verbally and in writing. Ability to work with agency customers in a courteous and tactful manner. Ability to monitor and evaluate program and unit performances in order to assess efficiency and effectiveness. Ability to make decisions accurately and quickly. CERTIFICATES, LICENSES, REGISTRATIONS: N/A 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. Supervisor s Signature TO BE FILLED OUT BY APPOINTING AUTHORITY Indicate any exceptions or additions to statements of the employee(s) or supervisors. Date I certify that the entries on these pages are accurate and complete. 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. Date Page 6