CS-214
REV 8/2007 / 1. Position Code
STDDADM1F59N

State of Michigan

Civil Service Commission
Capitol Commons Center, P.O. Box 30002
Lansing, MI 48909
Federal privacy laws and/or state confidentiality requirements protect a portion of this information. /

POSITION DESCRIPTION

This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form.
This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE.
2. Employee’s Name (Last, First, M.I.) / 8. Department/Agency
Treasury
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Bureau of State Lottery
4. Civil Service Classification of Position
State Administrative Manager-1 / 10. Division
Executive
5. Working Title of Position (What the agency titles the position)
Director of Public Relations / 11. Section
Public Relations
6. Name and Classification of Direct Supervisor
Brian O. Neill, State Office Administrator / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
M. Scott Bowen, Commissioner / 13. Work Location (City and Address)/Hours of Work
Lansing, 101 E. Hillsdale
7:45 a.m. – 4:45 p.m. Mon-Fri
14. General Summary of Function/Purpose of Position
Serve as one of the Commissioner’s key staff members responsible for increasing public awareness of Lottery games which is critical to the mission of generating revenue for Michigan’s School Aid Fund. Serves as the Director of Public Relations responsible for planning, management and supervision of public relations, promotional and press activities for the Bureau. Serves as chief media contact and acts as the primary spokesperson for the Bureau. Develops goals for media, player and general public relations programs; develops/supervises production of various publications and manage special projects to enhance public image.
For Civil Service Use Only
15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty.
List your duties in the order of importance, 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 40%
Manage Public Relations office and activities, while keeping direct supervisor informed.
Individual tasks related to the duty.
·  Develop long and short-term goals for operation of Lottery public relations.
·  Supervise and evaluate activities of office and staff.
·  Identify opportunities to promote Lottery games.
·  Organize public relations office to include computerized systems and other technological aids in order to make extensive amounts of information readily available to staff, media, players, public and the legislature.
·  Assign special projects and supervise activities of contracted vendors.
·  Manage responses to player inquiries (email, phone, mail).
·  Complete special projects or assignments assigned by the direct supervisor.
·  Regularly update direct supervisor on significant issues, events, and media contacts.

Duty 2

General Summary of Duty 2 % of Time 30%
Serve as chief media contact and act as primary spokesperson for the Bureau. Establish and maintain effective media relations with statewide media.
Individual tasks related to the duty.
·  Establish and maintain effective media relations with newspapers, radio, television and trade publications; maintain media archives.
·  Utilize methods which include, but are not limited to, news releases, press conferences, background research, interviews, appearances and special events, etc.
·  Create press releases and talking points for media use.

Duty 3

General Summary of Duty 3 % of Time 10%
Develop and manage special events and news conferences.
Individual tasks related to the duty.
·  Develop special events to increase public awareness of Lottery.
·  Supervise special events activities.
·  Arrange for publicity surrounding events.

Duty 4

General Summary of Duty 4 % of Time 5%
Determine design and content of Lottery’s website is maintained and request necessary changes/updates to website.
Individual tasks related to the duty.
·  Maintain Lottery’s history page and public relations blog site.
·  Work with other Bureau staff members to identify new content for inclusion on the website.

Duty 5

General Summary of Duty 5 % of Time 5%
Meet with jackpot prize winners and present them with their winnings.
Individual tasks related to the duty.
·  Meet with jackpot prize winners and coordinate press conferences for them when needed.
·  Arrange for prize payment to winners; explain terms of payment, tax withholdings, etc.; interview jackpot winners for news release purposes and photograph winners.
·  Manage player prize fulfillment activities.

Duty 6

General Summary of Duty 6 % of Time 5%
Establish effective working relationships with key Lottery management staff and keep them apprised of promotional and public relations activities and issues.
Individual tasks related to the duty.
·  Maintain regular contact with members of the Lottery’s key management staff to stay updated on various Lottery issues and inform Lottery staff of public relations activities.
Duty 7
General Summary of Duty 7 % of Time 5%
Develop/supervise production of various columns and publications. Perform various special projects as assigned by the Lottery Commissioner.
Individual tasks related to the duty.
·  Plan, edit, design and arrange for publication and distribution of Bureau publications including, but not limited to, press releases, internal Bureau employee newsletter, annual report, brochures and other special publications as needed.
·  Proofread and edit Lottery publications.
·  Perform various special projects as assigned by the Lottery Commissioner, including response to letters and calls.
·  Create monthly articles and columns for trade publications.
16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary.
Determines what elements should be included in a news release to receive best and most favorable coverage by print and electronic media. Decides how to best deal with a reporter who is about to write a story that is, or could be, damaging to the Bureau.
17. Describe the types of decisions that require your supervisor’s review.
When asked to respond with Commissioner’s position on issues that would have a significant impact on Bureau operations (when Commissioner’s position is not known).
18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2.
Standing, sitting and walking. A significant amount of time is spent utilizing a computer and a telephone.
19. List the names and classification titles of classified employees whom you immediately supervise or oversee 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
Villarreal, Gretchen / Departmental Analyst-E / Marble, Lillian G / Student Assistant-E
Harris, Jacob / Departmental Analyst -E / Baker, Victoria / Student Assistant-E
Mills, Darian / Student Assistant-E
20. My responsibility 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.
21. I certify that the above answers are my own and are accurate and complete.
Signature Date

NOTE: Make a copy of this form for your records.

TO BE COMPLETED BY DIRECT SUPERVISOR

22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why?
Yes.
23. What are the essential duties of this position?
Serve as one of the Commissioner’s key staff members responsible for increasing public awareness of Lottery games which is critical to the mission of generating revenue for Michigan’s School Aid Fund. Serves as the Director of Public Relations responsible for planning, management and supervision of public relations, promotional and press activities for the bureau. Serves as chief media contact and acts as the primary spokesperson for Bureau. Develops goals for media, player and general public relations programs; develops/supervises production of various publications and manage special projects to enhance public image.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
The duties of the position haven't changed substantially since the position was last reviewed.
25. What is the function of the work area and how does this position fit into that function?
The Public Relations Department is responsible for all public relations activities within the Bureau. This unit is unique in state government in that it operates in a marketing and sales environment. As such, a significant effort is put forth to increase public awareness and player participation.
26. In your opinion, 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.
Possession of a bachelor’s degree in English, Journalism, Communications or other related field is preferred.
EXPERIENCE:
Two years of professional experience equivalent in responsibility to the P11 level OR one year of professional experience equivalent in responsibility to the 12 level AND the following selective position requirement:
“Two years of professional experience in public relations with a large organization or with a public relations agency servicing a large organization.”
KNOWLEDGE, SKILLS, AND ABILITIES:
Extensive oral and written communication skills and ability to effectively deal with a wide variety of individuals/groups.
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.
27. 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
28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.
None.
29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date

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