Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909

State of Michigan Civil Service Commission

Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909

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
DEQ-ENVIRONMENTAL QUALITY
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
N/A
4. Civil Service Position Code Description
Departmental Specialist-2 / 10. Division
Remediation and Redevelopment Division
5. Working Title (What the agency calls the position)
Cost Documentation Specialist / 11. Section
Compliance and Enforcement
6. Name and Position Code Description of Direct Supervisor
ROCKAFELLOW, DANIEL L; ENVIRONMENTAL MANAGER-3 / 12. Unit
Enforcement Support
7. Name and Position Code Description of Second Level Supervisor
MOSHER, JOSHUA M; STATE ADMINISTRATIVE MANAGER-1 15 / 13. Work Location (City and Address)/Hours of Work
Constitution Hall, 525 W. Allegan, Lansing, MI. / Mon - Fri; 80 hours per pay period
14. General Summary of Function/Purpose of Position
This position serves as the Cost Documentation Specialist solely responsible for maintaining the Remediation and Redevelopment Division’s (RRD) invoice system to assure compliance with the payment requirements under legal agreements and court ordered settlements entered pursuant to Part 201, Environmental Remediation, and Part 213, Leaking Underground Storage Tanks, of the Natural Resources and Environmental Protection Act, 1994 PA 451, as amended.This position assumes sole responsibility for the maintenance, reconciliation, evaluation and preparation of complex cost documentation and other payment evidence to support the recovery of governmental expenditures at sites of environmental contamination.
This position is responsible for the management, maintenance and development of databases used to track and categorize state expenditures at sites of environmental contamination interagency-wide, to support recovery of state response costs. This position is responsible for the improvement of the cost documentation process; the development of related training for staff, and inter-relational data base development and deployment.

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 100percent. Duty 1

General Summary:Percentage:60

Solely responsible for the development of cost packages that support annual invoicing of state costs under agreements and judgments entered pursuant to Part 201, Environmental Remediation, and Part 213, Leaking Underground Storage Tanks, of the Natural Resources and Environmental Protection Act, 1994 PA 451, as amended.This requires research with RRD program staff and project managers, Water Resources Division, Office of Waste Management and Radiological Protection, Office of Drinking Water & Municipal Assistance staff. This requires collection, analysis, and maintenance of program data necessary to meet program reporting and evaluation requirements. This requires advanced technical skills to manage databases, ability to develop queries and merge data between electronic systems and troubleshoot independently.

Individual tasks related to the duty:

•Responsible for developing (determining database applications for providing the accounting information needed to carry out the invoicing process) and maintaining (continuously monitor the data included in the databases and recommend additional data or other ways to gather data needed to carry out the invoicing process) the complex and detailed system that insures RRD’s compliance within the invoice provisions of settlement agreements and judgments.

•Assure accuracy and integrity based on basic account principles, state and federal procedures, rules of evidence, and RRD procedures.

•Utilize complex Department database for thorough determination and assembly of detailed data to prepare each invoice. Independently update, modify and troubleshoot the databases to maintain their functionality. Perform pre-audit of invoices while identifying errors. Resolve discrepancies and execute adjustments on invoices when necessary, according to the provisions of each settlement agreement or judgement.

•Track invoices by maintaining an operating ledger of invoices through use of detailed spreadsheet in order to reconcile invoices, amounts outstanding, amounts received, etc., according to unit, Division and Department guidelines.

•Independently compose detailed expenditure reports for use in RRD decision-making procedures, such as whether a series of charges should be included in the invoice, whether new criteria should be used for determining comp. time, overtime calculations, interest, etc.

•Coordinate and communicate inter-agency and intra-agency to develop cost packages.

•Provide quality assurance/quality control of legal agreements and unit correspondence reflecting unit, section, and division goals, policies, and positions, as well as statutory authority and obligations.

Duty 2

General Summary:Percentage:15

Analyze RRD cost documents and produce a cost summary report detailing the expenditures.The cost documentation is performed in accordance with applicable laws, regulations and policy of Part 201, Environmental Remediation, or Part 213, Leaking Underground Storage Tanks, of the Natural Resources and Environmental Protection Act, 1994 PA 451, and CERCLA/SARA (Superfund).This includes coordination with the Michigan Department of Attorney General and program and project managers to ensure the cost documentation package is accurate and complete and meets its intended purpose.

Individual tasks related to the duty:

•Research, collect, consolidate, analyze, and maintain complex cost documents and produce a final report related to the expenditures and the recommended recovery amount.

•Establish, administer and evaluate policies and procedures.Design coordinating forms to aid in the cost recovery process.Propose, develop, and prepare procedure materials, operations manuals, and supporting instructions for program use.

•Analyze gathering of data and recommend modification of procedures to achieve greater efficiency and effectiveness in cost recovery.

Duty 3

General Summary:Percentage:10

Represent the Department of Environmental Quality on cost recovery actions as an expert witness during litigation or settlement negotiation proceedings.

Participate in environmental enforcement training, computer training, and other training determined to be beneficial to the professional development of the employee.

Perform special assignments and other duties, as assigned by the enforcement support unit chief. Provide training and assistance to RRD cost recovery and enforcement personnel on an as needed basis.

Individual tasks related to the duty:

•Perform tasks, as assigned. Prepare affidavits, interrogatories and/or represent the Department of Environmental Quality on cost recovery actions using the skills described above for each duty.

•Knowledge of the program and duties of this position would be needed to carry out these functions.

Duty 4

General Summary:Percentage:10

Independently develop cost recovery procedures associated with Department of Environmental Quality, Drinking Water and Radiological Protection Division (old Department of Public Health) expenditures to support recovery of state response costs. Money is given to this program from the Clean Michigan Bond Fund and Part 201, Environmental Remediation, of the Natural Resources and Environmental Protection Act, 1994 PA 451, for local units of government to provide citizens with clean water through the development of municipal water facilities at site of contamination. This position is responsible for researching these site files for securing appropriate expenditure documents to support recovery of funds.

Individual tasks related to the duty:

•Develop and maintain databases that contain information gathered from site files for continuous tracking of these state response costs.
•Research, collect, consolidate, analyze, and maintain complex cost documents and produce a final report related to the expenditures and the recommended recovery amount.
•Design coordinating forms to aid in the cost recovery process. Propose, develop, and prepare procedure materials, operations manuals, and supporting instructions for program use.
•Analyze gathering of data and recommend modification of procedures to achieve greater efficiency and effectiveness in cost recovery.
Duty 5
General Summary:Percentage:5

Update and maintain the settlement ID database.
Individual tasks related to the duty:
•Maintain and update, as appropriate, the form for case coordinators to request a Settlement ID number.
•Create and provide a correct Settlement ID number to case coordinator upon completion of the request form.
•Maintain the Settlement ID database.
•Correct errors or inconsistencies in the database when they are identified.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Employee determines the proper steps necessary to process each site’s annual settlement invoice. Sites have different invoicing language in their individual agreement and it is important that the employee review the settlement document and previous invoices to determine if there are special instructions or information needed for the current invoice to be created.
Employee independently confers with district project managers and enforcement personnel statewide both within RRD and other divisions in the Department of Environmental Quality.
17. Describe the types of decisions that require the supervisor's review.
Interpretation of judgments or consent orders that would have an impact on the Department as a whole or set a precedence in future invoicing activity.
20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):
NComplete and sign service ratings.NAssign work.
NProvide formal written counseling.NApprove work.
NApprove leave requests.NReview work.
NApprove time and attendance.NProvide guidance on work methods.
NOrally reprimand.NTrain 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

TO BE FILLED OUT BY APPOINTING AUTHORITY

I certify that the entries on these pages are accurate and complete.
PRISCILLA WATSON-ARTIS2/2/2017

Appointing AuthorityDate
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.

EmployeeDate