REV 8/2007 / 1. Position Code
State of Michigan
Civil Service CommissionCapitol 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.)
New position / 8. Department/Agency
Education
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
4. Civil Service Classification of Position
Departmental Analyst 12 / 10. Division
Administrative and Support Services
5. Working Title of Position (What the agency titles the position)
GEMS/MARS Lead Analyst / 11. Section
Office of School Support Services
6. Name and Classification of Direct Supervisor
Vacant, Departmental Manager 15 / 12. Unit
Grants Coordination and School Support
7. Name and Classification of Next Higher Level Supervisor
Louis Burgess, State Administrative Manager 16 / 13. Work Location (City and Address)/Hours of Work
Hannah Building, 608 W. Allegan, Lansing
8:00 a.m. – 5:00 p.m., M-F
14. General Summary of Function/Purpose of Position
This position serves as the lead analyst to administer the day-to-day support of the Grant Electronic Monitoring System (GEMS)/Michigan Administrative Review System (MARS). The position provides consultation and technical support to ensure that the Michigan Department of Education (MDE) program offices are able to fully use GEMS/MARS as a grant monitoring tool for federal and state grants. In addition, the position leads the ongoing development and management of GEMS/MARS and coordinates with the Department of Technology, Management and Budget (DTMB). In performing the duties described, this position serves as the liaison between program office personnel, vendors and the supervisor of the Grants Coordination and School Support unit (GCSS). This position is responsible for promoting and maintaining an environment conducive to continuous quality improvement by encouraging program office ideas and input towards improving the grant monitoring process within the Department.
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 75% of TimeServes as the recognized resource for the day-to-day activities of GEMS/MARS by Department staff and supports ongoing operations within MDE to monitor their assigned grant programs.
Individual tasks related to the duty.
· Coordinate the development cycle for new enhancements of GEMS/MARS with MDE program offices and DTMB support team.
· Provide expertise and technical assistance to MDE program offices and outside agencies on the use of GEMS/MARS.
· Serve as the liaison between the program offices, DTMB and software developers.
· Develop policies and procedures to ensure system issues are resolved for GEMS/MARS as reported by program offices and agencies that cannot be solved with manual intervention.
· Coordinate and oversee the development of requirements for additional work or updates to the system.
· Maintain new business and issue logs for timely resolution.
· Develop and prepare training materials to ensure program offices are properly prepared in GEMS/MARS for new monitoring cycles.
· Create and monitor the annual GEMS/MARS budget and monthly billing; coordinate with Office of Financial Management and program offices for development and approval.
· Facilitate Application Management Group meetings, including scheduling, reserving locations, and inviting participants; act as meeting leader in reviewing the agenda.
· Maintain records, prepare reports, and compose correspondence related to GEMS/MARS.
· Direct and participate in the development, administration, and evaluation of GEMS/MARS for effective program operation.
· Triage (investigate) issues reported by users prior to submitting to DTMB, which includes:
o Reviewing the Team Foundation Server (TFS) work item to make sure the problem is clearly defined and all the necessary data required to understand and/or recreate the problem has been captured.
o Recreating the problem in Quality Assurance (QA) to obtain a full understanding of the issue.
o Working with the end user(s) who reported the problem and have the user(s) update the work item, or personally update the work item if the information provided is insufficient.
o Submitting to DTMB only after all information is captured.
· Develop a thorough understanding of the GEMS/MARS system functionality, workflow and business rules.
· Coordinate and conduct the GEMS/MARS demos and user trainings.
· Perform GEMS/MARS bug and enhancements testing.
· Plan, coordinate and conduct the user acceptance testing.
· Provide timely updates to users regarding system issues.
· Evaluate GEMS/MARS operational needs and recommend solutions.
· Represent the Application Management Group in the Executive Steering Committee meetings
Duty 2
General Summary of Duty 2 20% of Time· Coordinate processes and procedures for centralized federal reports, including the Federal Funding Accountability and Transparency Act (FFATA).
Individual tasks related to the duty.
· Develop, create, and maintain a structure for FFATA reports.
· Coordinate with Program Offices to ensure seamless reporting.
·
Duty 3
General Summary of Duty 3 5% of TimeAdminister federal school bonding programs and support the management of federal programs in support of Grants Coordination and School Support.
Individual tasks related to the duty.
· Responsible for the $26 million Qualified Zone Academy Bond (QZAB) program, including determining eligibility, analyzing applications, recommending approval for funding, creating reports, and conducting correspondence related to the work activities of the program.
· Provide the administration and evaluation of grant programs assigned to GCSS, including development of program plans, procedures, criteria, and application materials.
· Maintain and monitor grantee expenditure records, analyze expenditure reports and accounting statements, and recommend necessary adjustments and/or changes by notifying the school district and MDE staff.
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·
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.
· Resolving issues regarding system usability.
· Process improvement procedures for FFATA and QZAB.
· Managing time allocation for assignments and duties and coordinating meetings.
17. Describe the types of decisions that require your supervisor’s review.
· GEMS/MARS is used by MDE for the monitoring of assigned grant programs. Any alterations or updates to GEMS/MARS that would affect approved standard procedures would require supervisor review and approval.
· Establishing goals and priorities and developing implementation plans.
· Matters having no clear policy directive would be brought to the attention of the supervisor for review and for interpretation of rules and guidelines.
· Legislative and contractual issues.
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.
Job takes place primarily inside the office working with a personal computer. Some travel is required.
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
N/A
20. My responsibility for the above-listed employees includes the following (check as many as apply):
Complete and sign service ratings. Assign work.
Provide formal written counseling. Approve work.
Approve leave requests. Review work.
Approve time and attendance. Provide guidance on work methods.
Orally reprimand. 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?
This position serves to coordinate the work of a team that supports the Grant Electronic Monitoring System (GEMS)/Michigan Administrative Review System (MARS). The position will coordinate the support of the Grants Coordination and School Support unit as it works to ensure that the Michigan Department of Education (MDE) and other agency program offices are able to fully use GEMS/MARS as a grant monitoring tool for federal and state grants. In addition, the position leads the ongoing development and management of GEMS/MARS and coordinates with the Department of Technology, Management and Budget (DTMB). In performing the duties described, the person is expected to promote and maintain an environment conducive to continuous quality improvement by using project management skills. The position is also responsible for encouraging employees’ ideas and input towards improving the grant monitoring process within the Department.
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?
The Office of School Support Services (OSSS) is responsible for the administration and operation of several electronic applications that support program offices in their management of federal and state grant programs. GEMS/MARS is a Department-wide tool that is used by MDE and other offices to monitor their grant programs in an efficient manner.
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.
EXPERIENCE:
Three years of professional experience, including one year of experience equivalent to the experienced (P11) level in state service. The preferred candidate will have advanced experience using GEMS/MARS or other electronic systems.
KNOWLEDGE, SKILLS, AND ABILITIES:
This position requires a self-motivated person who can work independently as well as with others. The position requires familiarity with information technology systems. The candidate must possess the ability to communicate both verbally and in writing and demonstrate leadership skills. Additional skills required for this position include the following:
· Ability to analyze, synthesize, and evaluate a variety of data for use in program development and analysis.
· Ability to use computer software (MS Office Suite) to manage information and assigned tasks.
· Ability to analyze and assess operations from the standpoint of management controls, systems and procedures.
· Knowledge of the principles and practices of research and analysis and ability to resolve complex problems.
· Ability to establish program or service procedures or guidelines.
· Ability to maintain records and prepare reports and correspondence.
· Ability to work as part of a team.
· Knowledge of using the internet.
· Ability to utilize Project Management skills
· Able to communicate computer related terms to those with less computer literacy
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.
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.29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date
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