CS-214
REV 8/2007 / 1. Position Code
EXCSECEF13N

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.)
VACANT / 8. Department/Agency
Department of Health & Human Services, Behavioral Health and Development Disabilities Administration
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Bureau of Hospitals and Administrative Operations
4. Civil Service Classification of Position
Executive Secretary-E / 10. Division
5. Working Title of Position (What the agency titles the position)
Executive Secretary / 11. Section
Psychiatric/Medical Services
6. Name and Classification of Direct Supervisor
Vacant, Psychiatrist Director 3 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Lynda Zeller, Senior Deputy Director / 13. Work Location (City and Address)/Hours of Work
Center for Forensic Psychiatry, 8393 Platt Road, Saline, Michigan, Monday-Friday 8-5
14. General Summary of Function/Purpose of Position
This position provides administrative support to the Medical Director of Behavioral Health and Forensic Programs, as well as other Bureau staff as assigned. The provision of administrative support to this contractual position includes, but is not limited to, maintaining the schedule of the Medical Director. The position requires an individual who is highly motivated and skilled in maintaining a high level of confidentiality and interaction with various entities across the state of Michigan. It further requires the maintenance of various patient records, personal computer competency, and coordination and tracking of inquiries from a multitude of individuals and entities. It will require the scheduling of meetings with various stakeholders, working with academic centers and providers and helping to coordinate presentations for meetings, prepare files, and organize activities for statewide meetings. The position requires a professional and positive attitude relative to inquiries and contacts from Michigan citizens, PIHPs, CMHSPs, Courts, Jails, and other individuals and entities both internal and external to the department. This position is involved in highly confidential and/or sensitive projects and reports, and requires considerable independent judgment to perform the commensurate duties. It further provides administrative support, as needed, to the NGRI (Not Guilty by Reason of Insanity) Committee located at the Center for Forensic Psychiatry.
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 75%
Primary administrative support to the Medical Director of Behavioral Health and Forensic Programs.
Individual tasks related to the duty.
·  Maintain the schedule of the Medical Director.
·  Coordinate and schedule meetings, conferences and travel.
·  Compose correspondence, memos, reports and charts.
·  Prepare power points and review written reports for typographical and grammatical errors.
·  Act as liaison between Medical Director and other staff, transmitting directives, instructions, and assignments and follows up on status of assignments.
·  Answer/screen incoming phone calls and direct as appropriate.
·  Open/screen incoming mail and route/handle as appropriate.
·  Exercise judgment and discretion when providing information which is highly confidential and/or sensitive protected health information.
·  Preparation of meeting materials, agendas and minutes as well as track follow up items and delegations.
·  Develop and maintain database on psychiatric practitioners in Michigan’s public sector.

Duty 2

General Summary of Duty 2 % of Time 10%
Review and edit documents prepared for the Medical Director. Maintain a log of assignments given to the Medical Director, including, but not limited to, assignments from the DHHS Director, BHDDA Senior Deputy Director, and Bureau Director for reply. Prepare, compile, assemble and summarize sensitive and complex materials and documents for appropriate staff members. As requested, participate in the recording of meeting minutes, which may be highly technical and confidential in nature.
Individual tasks related to the duty.
·  Prepare/process various forms, requests, and other materials as required.
·  Maintain tracking system to ensure efficient retrieval of information.

Duty 3

General Summary of Duty 3 % of Time 10%
As requested, provide administrative support to the NGRI Committee located at the Center for Forensic Psychiatry.
Individual tasks related to the duty.
· 

Duty 4

General Summary of Duty 4 % of Time 5%
Other duties as assigned.
Individual tasks related to the duty.
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.
Refer urgent calls and/or correspondence to appropriate staff for action. Make decisions regarding appointments. Provide information to staff, agencies, and individuals upon written and/or verbal request. Coordination of meetings (including location, set-up, etc.), travel (including hotel and airline reservations, etc.).
17. Describe the types of decisions that require your supervisor’s review.
Coordination of special meetings, conferences, etc., involving professional staff and outside agencies.
Drafting of technical brochures for print and survey questionnaires.
All confidential information requests (verbal and written).
Office-initiated communications with important constituencies.
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.
This position does not require unusual physical effort. Work is performed in an office setting using a computer and phone. Physical activities include sitting, standing, bending, walking, some climbing of stairs, lifting, etc. May involve some travel (driving) within Michigan.
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
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?
The essential duties of this position are to provide proficiency in scheduling, and administrative support to the Medical Director of Behavioral Health and Forensic Programs, and to other professional DHHS staff as needed. The position requires an individual who is highly skilled and proficient in maintaining a high level of confidentiality and interaction with various entities across the state of Michigan, and within the Department of Health & Human Services, including diversion and other related activities. This position will also provide, as requested, administrative support to the NGRI Committee located at the Center for Forensic Psychiatry. Duties may include very complex report preparation, filing, personal computer operation, including development of spreadsheets, and telephone functions.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
An increasingly important function of the Medical Director of Behavioral Health and Forensic Programs is in communications with community-based psychiatrists, physicians, and psychiatric prescribers across the state, and with important subgroups of these professionals such as the PIHP medical directors and the CMHSP medical directors. The position of the Medical Director of Behavioral Health and Forensic Programs has also been changed from a state position to a contractual position in coordination with the University of Michigan.
25. What is the function of the work area and how does this position fit into that function?
The work of the Medical Director of Behavioral Health and Forensic Programs provides the psychiatric/medical/clinical leadership within the Behavioral Health and Developmental Disabilities Administration operated services (hospitals, centers, forensic mental health) and supplies psychiatric/clinical leadership in the development of clinical policies and practice recommendations for community mental health services programs. This position provides the administrative support for the Medical Director and other staff within the Department of Health & Human Services to carry out the duties and responsibilities as set forth in the Michigan Mental Health Code. .
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position.
EDUCATION:
High school diploma.
EXPERIENCE:
Five years of administrative support experience where the use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work, including two years equivalent to advanced (8) level administrative support work, Secretary E8 or Legal Secretary E8; or one year equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9.
KNOWLEDGE, SKILLS, AND ABILITIES:
Proficiency in maintaining a schedule. Good computer skills. Ability to communicate well, both verbally and in writing. Ability to prioritize work in order to complete assignments/tasks on a timely basis.
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.
29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date

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