CS-214 Rev 11/2013 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 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 3.Employee Identification Number Civil Service Commission 9.Bureau (Institution, Board, or Commission) Human Resource Operations 4.Civil Service Position Code Description 10.Division Human Resources Technician E 5.Working Title (What the agency calls the position) Department of Health and Human Services 11.Section Resour Human Resources Office 6.Name and Position Code Description of Direct Supervisor 12.Unit Patti Glenn, Human Resources Specialist -3 7.Name and Position Code Description of Second Level Supervisor Renee Shilling, State Administrative Manager - 1 Hawthorn Center 13.Work Location (City and Address)/Hours of Work 18471 Haggerty Road Northville MI 8:00 am 4:30 pm, Monday - Friday 14. General Summary of Function/Purpose of Position In a developing capacity, this position performs a full range of personnel activities under close supervision. Position is responsible for personnel maintenance of all employees for the facility. Provides information/assistance to all staffs questions and concerns. Provides technical guidance and recommendations regarding classification and selection issues. Responsible for processing transactions such as new hires, separations, and biweekly payroll processing for time and attendance and all other human resources activities. Page 1
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 30 Responsible for personnel maintenance of all employees for the facility. Provides information/assistance to all staffs questions and concerns. Performs senior worker responsibilities. Confidentially meets with employees regarding pay, classification, personal issues as they pertain to the job and/or benefits, personnel issues, promotional opportunities, etc. Maintains confidential personnel, medical and discipline files Accesses and inputs data via SIGMA and HRMN. Uses various communication venues, such as email, telephone and voicemail, correspondence, facsimile, and other electronic media to address customer needs. Locates and utilizes appropriate reference materials to find answers and to explore workrelated matters. Duty 2 General Summary of Duty 2 % of Time 30 Provides technical guidance and recommendations regarding classification and selection issues. Initiates personnel transactions request in NeoGov for backfill of non-professional staff. Works with hiring manager on selection plans and appointment packets. Reviews bargaining unit contracts for compliance in filling vacancies. Drafts vacancy postings, assesses applicants eligibility, and/or participates in selection interviews. Coordinate and schedule drug testing, background checks, fingerprinting, and physical examinations for hires and current employees. Reviews individual request for reclassifications to determine if eligibility requirements are satisfied. Analyze information for completeness and accuracy. Page 2
Duty 3 General Summary of Duty 3 % of Time 25 Responsible for processing transactions such as new hires, separations, and biweekly payroll processing for time and attendance and all other human resources activities. Processes human resource transactions such as new hires, establishments, freezes, reclassifications, recodings and extensions; reviews information for accuracy and completeness; requests clarifications, corrections, authorizations or additional information. Calculates and enters various types of compensation adjustments. Verifies information in HRMN concerning transactions such as appointments, reclassifications, special pay actions, working out of class, employment histories and employee benefits. Review, verify and approve time and attendance in SIGMA. Monitor human resources transactions such as workers compensation, service ratings and medical leaves. Serves as a liaison between the Civil Service Disability Management Office and the facility. Responds to inquiries from employees regarding human resources transactions. Duty 4 General Summary of Duty 4 % of Time 10 Responsible for new employee orientation. Conducts new employee orientation on State of Michigan employee policies, such as work rules and regulations, general departmental work requirements, including employee handbook review. Explain the various benefits available to employees and walk them through the process on how to enroll; distributes, collects and processes tax deduction forms. Page 3
Duty 5 General Summary of Duty 5 % of Time 5 Other duties as assigned. Resolves audit errors and corrections Resolves errors and corrections related to grievances Duty 6 General Summary of Duty 6 % of Time Page 4
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Processing any type of appointment such as promotions, transfers, hires, etc. Must research Civil Service, Department and Bargaining Unit rules and contracts to determine that the selection method was used properly. 17. Describe the types of decisions that require the supervisor s review. Interpretation of complex, unfamiliar, or unclear contract language, Civil Service rules, or department policies, procedures, rules, guidelines, etc. 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 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? Provide detailed service to facility personnel. Train, guide and interpret contract language and Civil Service rules for all areas of responsibility. Operate HRMN, NEOGOV and DCDS to complete timekeeping, personnel transactions and hiring procedures. 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. 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. Insure all actions are with Civil Service Rules, Department Policy, etc. Provide human resource and human resource-related training and assistance to all employees within areas of responsibility. Page 6
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: Education typically acquired through completion of high school. EXPERIENCE: Human Resources Technician 7 One year of experience equivalent to a Human Resources Assistant 7; or one year equivalent to a Human Resources Customer Service Representative E8 in state service. Human Resources Technician 8 One year of experience equivalent to a Human Resources Technician 7; or two years of experience equivalent to a Human Resources Assistant, including one year equivalent to a Human Resources Assistant E8; or two years of experience equivalent to a Human Resources Customer Service Representative E8; or one year of experience equivalent to a Human Resources Customer Service Representative 9 in state service. Human Resources Technician 9 Two years of experience equivalent to a Human Resources Technician, including one year equivalent to a Human Resources Technician 8; or three years of experience equivalent to a Human Resources Assistant, including one year equivalent to a Human Resources Assistant 9; or three years of experience equivalent to a Human Resources Customer Service Representative E8, or two years equivalent to a Human Resources Customer Service Representative 9 in state service. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of rules, practices and procedures used in public human resources administration. Knowledge of state government organization and missions. Knowledge of Michigan Civil Service Commission rules, regulations, forms and procedures related to the work. Knowledge of state automated, human resource or payroll systems. Ability to communicate effectively. Ability to maintain favorable public relations. Ability to assume responsibility and work independently. Ability to 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. Supervisor s Signature Date TO BE FILLED OUT BY APPOINTING AUTHORITY Indicate any exceptions or additions to statements of the employee(s) or supervisors. Page 7
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 8