POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. STDDADM1M42N 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) Office of Inspector General 4. Civil Service Position Code Description 10. Division State Administrative Manager-1 Operations 5. Working Title (What the agency calls the position) 11. Section Administrative Services Manager Administrative Services 6. Name and Position Code Description of Direct Supervisor 12. Unit RUSSELL, DAVID; STATE DIVISION ADMINISTRATOR Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work KIMICHIK, ALAN W; SENIOR DEPUTY DIRECTOR Heritage Drive, Okemos, MI Monday-Friday 8:00 am 5:00 pm 14. General Summary of Function/Purpose of Position To direct and manage business and support functions within the Office of Inspector General (OIG). To direct activities of the OIG's automated information systems, records and databases. To direct and manage OIG contracts. Develop, prepare, coordinate, suballocate and monitor OIG's annual budget. Oversee OIG Policy and Procedure development, training functions and internal controls. Assess fiscal, program integrity and organizational implications of program policy and procedures. Oversee all personnel and labor relations activities of the OIG. In the absence of the Director, maintain signatory authority over administrative functions, including purchasing, payment, and reporting.

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: 30 Direct and manage all administrative activities within the Office of Inspector General (OIG), including purchasing, training, contract initiation, and development of internal controls. Clearly communicate the purpose and goals of the OIG and work with direct reports to translate them into specific activities and functions. Develop direct reports to ensure their ability to understand, embrace, and fulfill the expectations of the OIG. Direct, manage, and oversee all activities necessary to ensure OIG priorities are achieved. Perform ongoing needs assessments of OIG staff to identify training and skill building needs. Advocate, plan, and arrange for training for OIG personnel. Identify internal control weaknesses through the establishment and use of internal controls. Recognize the need and arrange for purchases of goods and services. Research, understand, and operate within guidelines established by MDHHS, OIG, and other state agencies in the course of all business transactions. Duty 2 General Summary: Percentage: 30 Manage the personnel and labor relations activities of the OIG. Provide guidance and direction to OIG managers regarding personnel and labor relations actions. Provide or arrange for training on the bargaining unit contract(s) administered within OIG. Coordinate and monitor grievances for the purpose of assuring consistent, timely responses and resolution. Assist managers with grievance preparation and written response. Maintain open communication and develop good working relationships with staff representatives of the bargaining units representing OIG personnel. Coordinates personnel transactions between OIG staff and the Office of Personnel Services. Advocate for improvements in areas of personnel and labor relations. Duty 3 General Summary: Percentage: 25 Develop, prepare, coordinate, sub-allocate, and monitor the OIG's annual budget. Monitor the OIG's annual budget. Monitor reports and recommend actions in association with all office expenditures. Maintains Director's signatory authority in administrative functions in his/her absence. Prepare requests for annual budget expenditures. Sub-allocate resources to investigative sections and Central Office operations. Monitor utilization of state vehicles and travel accounts to ensure adherence to allocated limits. Monitor the CSS&M account for the purpose of efficient use of funds and accurate expenditures. Resolve inaccurate billings both within the MDDHS and with outside vendors or contractors by identifying and documenting the use of goods and services. Monitor telecommunication monthly costs and billings. Develop and use a verification process to ensure telecommunication expense is business related. Approve/deny payment of bills associated with OIG expenditures. Develop new and innovative ways to better utilize all monetary and human resources. Duty 4 General Summary: Percentage: 15 Develop, coordinate, prepare, and/or generate OIG's office policies and procedures in their final version. Assess fiscal, program integrity, and organizational implications of program policy and procedures and their effect on the OIG. Coordinate, examine, and/or generate the final versions of the OIG Policy & Procedures Manual. Review, analyze, respond to proposed changes in MDHHS policy with a view toward vulnerability for fraud, waste, or abuse. Ensure OIG polices are aligned with the mission and vision of the department. Meet and discuss OIG point of view with appropriate MDHHS personnel when recommending policy changes.

3 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Assess the economic, operational, and organizational implications of existing and proposed policies and procedures within the MDHHS, as well as program decisions in terms of their impact on the OIG. 17. Describe the types of decisions that require the supervisor's review. Issues of a sensitive nature (i.e., alleged employee wrong doing and purchases over $10,000). Contract interpretation issues raised by federal, state, or local governmental entities that arise in association with compliance or payment issues. Interdepartmental agreements requiring clarification or amendments are sought to enhance effectiveness. Funding for large equipment purchases or investigative activities sought to enhance field or other agencies' fraud deterrent accountability initiatives. 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. The greatest physical concerns are eye strain and potential wrist damage caused by extended computer usage. 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. NAME CLASS TITLE NAME CLASS TITLE SHUMAKER, MONICA DEPARTMENTAL TECHNICIAN E 9 GENERAL OFFICE ASSISTANT E 6 STUDENT ASSISTANT E DOWNS, NANCY K DEPARTMENTAL TECHNICIAN E 9 GENERAL OFFICE ASSISTANT E 7 STUDENT ASSISTANT E VACANT SCHUMACHER, CARLY MONETTE, NATALIE PULLUM, JILL BENGEL, LAUREN CURLEY, TRAVIS VACANT Additional Subordinates 20. This position's responsibilities for the above-listed employees includes the following (check as many as apply): Y Complete and sign service ratings. Y Assign work. Y Provide formal written counseling. Y Approve work. Y Approve leave requests. Y Review work. Y Approve time and attendance. Y Provide guidance on work methods. Y Orally reprimand. Y 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? Agree 23. What are the essential functions of this position? To direct and manage business and support functions within the Office of Inspector General (OIG). To direct activities of the OIG's automated information systems, records and databases. To direct and manage OIG contracts. Develop, prepare, coordinate, sub-allocate and monitor OIG's annual budget. Oversee OIG Policy and Procedure development, training functions and internal controls. Assess fiscal, program integrity and organizational implications of program policy and procedures. Oversee all personnel and labor relations activities of the OIG. In the absence of the Director, maintain signatory authority over administrative functions, including purchasing, payment, and reporting. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. Position now reports to the Operations Division Administrator.

4 25. What is the function of the work area and how does this position fit into that function? The Administrative Section provides statewide support to the OIG Administration including budget, systems, personnel, labor relations, purchasing, procurement, contract management, risk management and internal control functions. Performs audits for job quality review of investigative processes. It directs, manages, and coordinates complex functions that involve both the public and private sectors, and other state agencies (Example LEIN Operations). 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Possession of a bachelor s degree in any major. EXPERIENCE: State Administrative Manager 15 Four years of professional experience, including two years equivalent to the experienced (P11) level or one year equivalent to the advanced (12) level. Alternate Education and Experience State Administrative Manager 15 Education level typically acquired through completion of high school and two years of safety and regulatory or law enforcement experience at the 14 level; or, one year of safety and regulatory or law enforcement experience at the 15 level, may be substituted for the education and experience requirements. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of the principles of administrative management, including budgeting techniques, office procedures, and reporting. Knowledge of the tools of management, such as methods of development, cost analyses, procedural manuals, training materials, operating controls, records and reports, and studies applicable in evaluating programs or services. Extensive knowledge and skill in computer usage, including Microsoft Word and Excel. Knowledge of the legislative process and governmental organization and structure. Knowledge of labor relations. Knowledge of affirmative action policies, procedures, and resolutions and equal opportunity practices. Ability to analyze and assess operations from the standpoint of management controls, systems, and procedures. Ability to establish program or service procedures, policies, or guidelines and to relate these to objectives. Ability to organize, evaluate, and present information effectively. Ability to communicate effectively and maintain favorable public relations. Ability to interpret laws, rules, and regulations relative to welfare fraud and OIG work. Ability to organize and coordinate work of others in the administrative unit. CERTIFICATES, LICENSES, REGISTRATIONS: None 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. None I certify that the entries on these pages are accurate and complete. JANICE STUART 11/25/2015 Appointing Authority

5 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. JANE LEASK Employee