REV 8/2007 / 1. Position Code
DPTLTCHEU93R
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.)
Vacant / 8. Department/Agency
Michigan State Housing Development Authority
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
4. Civil Service Classification of Position
Departmental Technician 7-E9 / 10. Division
Asset Management
5. Working Title of Position (What the agency titles the position)
Departmental Technician / 11. Section
Core Operations
6. Name and Classification of Direct Supervisor
Matthew Bergeon, Departmental Manager 15 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Mike Witt, State Division Administrator 17 / 13. Work Location (City and Address)/Hours of Work
735 E. Michigan Ave.
Lansing, MI Monday – Friday 8 a.m. – 5 p.m.
14. General Summary of Function/Purpose of Position
This position provides oversight for the management agent change process, yearly audit submissions, comprehensive needs assessment, and mortgage delinquencies.
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 25Oversight of the Management Agent Change Process of over 550 MSHDA financed developments.
Individual tasks related to the duty.
· Forwards Management Agent Change package to agents and coordinate receipt of all necessary documentation according to MSHDA policy. Recommends changes for improvements and updates in that process to the Section Managers and Division Director.
· Reviews all management agent change requests to determine acceptability according to established policies. Assures compliance with MSHDA's Management Agent Change Policy by verifying that agents have accurately submitted appropriate forms, licenses, HUD approvals and certifications. Makes recommendations for approval or denial of agent change to Section Managers and Division Director.
Duty 2
General Summary of Duty 2 % of Time 25Responsible for the coordination and oversight of the Comprehensive Needs Assessment (CNA) for all developments in the MSHDA portfolio.
Individual tasks related to the duty.
· Reviews CNA contracts and renewal forms for completeness.
· Reviews contractor invoices and recommends payment approval to Section Managers.
· Receives, reviews and electronically files all CNA reports and information from CNA contractor.
· Makes recommendations to Section Managers on continued utilization of contractor(s) based on a detailed review of the quality and completeness of the reports.
· Participates in the RFP selection and bid process of CNA contractors.
· Establishes, updates and maintains a tracking system for completion and payment of CNA for all developments.
· Maintains CNA Central Files to assure that current and updated copies of all Final Reports are properly maintained.
Duty 3
General Summary of Duty 3 % of Time 25Responsible for the yearly oversight and monitoring of all development audit submissions.
Individual tasks related to the duty.
· Collects and compiles financial information from each audit for submission to MSHDA's Finance Division to assure proper subsidy payments are made to the developments.
· Makes recommendations to Premium Management Fee coordinator, based on compiled information, whether an agent is eligible for premium management fees based on yearly audit submissions.
· Verifies, extracts and provides specific financial information from the yearly audits for the use by the Asset Managers and Transaction Specialists in the management of their individual portfolios.
· Maintains detailed records of yearly audit submissions to assure compliance with MSHDA regulatory agreements. Compiles delinquency list for distribution to Asset Managers, Section Managers and Division Director. Issues delinquency letters to agents who have not complied with the audit submission requirement.
Duty 4
General Summary of Duty 4 % of Time 15Monitor mortgage loan delinquencies.
Individual tasks related to the duty.
· Receives, reviews and makes an initial assessment of monthly delinquent mortgage lists and assists the assigned Asset Managers in contacting the development owners and seeking resolutions to the mortgage delinquencies.
· Interprets MSHDA Board resolutions and loan documents to assure the current loans and/or workouts are in compliance with loan repayment obligations.
· Makes recommendations to Asset Managers on nature of non-compliance and possible delinquency resolution.
· Reviews and approves delinquency letters to be sent to management agents.
· Makes recommendations to Premium Management Fee Coordinator, based on compiled information, whether an agent is eligible for premium management fees based on mortgage delinquency information.
Duty 5
General Summary of Duty 5 % of Time 10Special projects/duties as assigned.
Individual tasks related to the duty.
· Special projects/duties as assigned by manager and divisional staff.
Duty 6
General Summary of Duty 6 % of TimeIndividual 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.
The position determines when to reject a proposed management agent change request, complete a CNA and approve payment, follow-up on a delinquent mortgage - based on policy and established procedures. This position determines when adjustments are appropriate or if additional information or documentation is needed to complete requested actions. Decisions made by this position affect property owners, management agents, contractors and the professional staff of MSHDA that provide day-to-day oversight of MSHDA's multi-family loan.
17. Describe the types of decisions that require your supervisor’s review.
Changes in policy or procedures due to updates or revisions in state or federal requirements. Special or unusual circumstances requiring treatment inconsistent with established policies or procedures. Supervisory review is needed when proposing a solution that exceeds the boundaries of a policy or past practices.
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.
No unusual physical effort is required. The environmental conditions may be stressful because delays in completing time sensitive transactions that may affect the financial strength or stability of a multifamily development.
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?
This position provides support of MSHDA's programs, services and activities in the Office of Asset Management. This position provides direct support to the Section Managers, Asset Managers and Transaction Specialists of the Division. This position provides oversight for the management agent change process, yearly audit submissions, comprehensive needs assessment and mortgage delinquencies.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
Position being downgraded for training purposes.
25. What is the function of the work area and how does this position fit into that function?
The Office of Asset Management oversees the financial integrity of a large subsidized multi-family housing development portfolio. This position provides technical support in several areas that are required to protect MSHDA's mortgage loan investments.
26. In your opinion, 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:
Departmental Technician 7
One year of experience performing experienced-level administrative support activities equivalent to the 7-level in state service.
Departmental Technician 8
One year of experience as a technician or paraprofessional equivalent to the entry level in state service.
OR
One year of experience performing administrative support activities equivalent to the 8-level in state service.
Departmental Technician E9
Two years of experience as a technician or paraprofessional, including one year of experience equivalent to the intermediate level in state service.
OR
One year of experience performing administrative support activities equivalent to the 9-level in state service.
OR
One year of experience as a supervisor of administrative support activities equivalent to the 9-level in state service.
Alternate Education and Experience
Departmental Technician 7
Completion of two years of college (60 semester or 90 term credits) may be substituted for the experience requirement.
Departmental Technician 8
Possession of a Bachelor’s degree may be substituted for the experience requirement.
Departmental Technician E9
Possession of a Bachelor’s degree and one year of job-related experience may be substituted for the experience requirement.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge and proficiency in Word, Excel, Outlook and other Office computer programs is desirable. Knowledge of agency and division policies and procedures is preferred. Ability to communicate well with multiple entities and maintain good public relations while providing assistance and maintaining the integrity of the agency.
CERTIFICATES, LICENSES, REGISTRATIONS:
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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