CS-214
Rev 11/2013 / Position Code
1. 

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 this form 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
Vacant / Michigan State Police
3.Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Field Services Bureau
4.Civil Service Position Code Description / 10. Division
Secretary 9 / Special Investigation Division
5.Working Title (What the agency calls the position) / 11. Section
Section Secretary / Fraud Investigation Section
6.Name and Position Code Description of Direct Supervisor / 12. Unit
D/F/Lt. James Grady
State Police First Lieutenant 15
7.Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Insp. John Card
State Administrative Manager 16 / 18050 Deering Street, Livonia, MI 48152
Monday - Friday, 8:00 AM – 5:00 PM
14. General Summary of Function/Purpose of Position
Provides management assistant support to the Fraud Investigation Section commander as well as to personnel assigned to the section. Provide administrative support, coordinate office activities and perform general accounting duties. Act as a liaison with the section teams, other law enforcement agencies, other professionals and the general public.
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 100 percent.

Duty 1

General Summary of Duty 1 % of Time 55
Provides management assistance support to the commander of the Fraud Investigation Section. Serves as liaison to departmental personnel and other law enforcement agencies for special projects, coordinating and disseminating information, which requires extensive knowledge of department/division policies and general operating procedures (MSP/other agency personnel).
Individual tasks related to the duty.
·  Serves as liaison between the section commander and unit/team supervisors for follow-up on assignments and with other law enforcement agencies for the purpose of relaying information.
·  Oversee and coordinate office activities.
·  Composes correspondence from written and/or oral instructions. Reviews and edits prepared correspondence and reports for grammar and content based on knowledge of section and team activity. Ensures that proper format is utilized and MSP Administrative Guide is followed.
·  Assures timely submission and accurate completion of required reports. Determines proper dissemination of information and reports.
·  Determine work priorities and handles sensitive and confidential information.
·  Develop forms, spreadsheets and databases for use in office operations; i.e., tracking reimbursements, training, performance appraisals and vehicle maintenance.

Duty 2

General Summary of Duty 2 % of Time 20
Provide administrative support to all personnel assigned to the Fraud Investigation Section located in the Livonia office as well as the Kalamazoo office (when needed).
Individual tasks related to the duty.
·  Receive and disseminate US and departmental mail.
·  Prepare paperwork for chit reimbursements.
·  Order all office supplies for the Livonia building.
·  Assist employees in the entering of DCDS. Once entered, audit and submit for processing.
·  Prepare/transcribe interviews, confessions and reports when needed.

Duty 3

General Summary of Duty 3 % of Time 10
Have daily contact with administrative support personnel, other professionals and the general public, primarily by telephone, but also email, fax, and personal contact.
Individual tasks related to the duty.
·  Receives and screens calls and visitors. Personally answers inquiries utilizing knowledge of section/team policy and refer appropriate calls to staff members.
·  Exercises discretion when giving out information, especially on confidential/sensitive matters and personnel information.
·  Share coverage for the front receptionist area.
·  Receive visitors and assure appropriate personnel are notified when covering the front office.

Duty 4

General Summary of Duty 4 % of Time 5
Provide general accounting assistance in coordinating the processing of routine payments, employee reimbursements and travel reimbursements in MAIN.
Individual tasks related to the duty.
·  Process necessary bills for payment in MAIN.
·  Ensure all expenses are charged to correct accounts and categories.
·  Reconcile accounts with Lansing reports on a monthly basis.
·  Communicate on a regular basis with Financial Services in regards to the distribution of funds, etc.
·  Prepare purchase requisitions for new equipment.
·  Compute and prepare and enter travel expense vouchers for reimbursement for assigned personnel in Livonia and Kalamazoo.

Duty 5

General Summary of Duty 5 % of Time 5
Develop and manage office filing system, maintain accessibility of files and resources for quick and easy retrieval of information, requiring good organizational skills.
Individual tasks related to the duty.
·  Maintain correspondence files.
·  Maintain various financial, vehicle, training and personnel records for the Fraud Investigation Unit (East and West), and Bridge Card Enforcement Teams.
·  Maintain master files for team located in Livonia office.
·  Process year-end master files, box and ship to Lansing.
·  Purge files according to department and division guidelines.

Duty 6

General Summary of Duty 6 % of Time 5
Other related duties as assigned by the section commander, inspector or division commander.
Individual tasks related to the duty.
Individual tasks related to the duty.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
·  Review incoming correspondence and distribute to appropriate personnel.
·  Edit content, grammar and spelling of reports and correspondence to insure professional quality and compliance with department policies.
·  Preparation of new fiscal year files.
·  Purchase essential supplies
17. Describe the types of decisions that require the supervisor’s review.
·  Approve/authorize payments in MAIN.
·  Travel and purchase requests.
18. What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.
Physical efforts include standing for lengthy periods, sitting, reaching in file cabinets, lifting and carrying bulky boxes and packages, walking, bending and stretching daily.
Environmental conditions include regular use of computer/typewriter requiring proper posture to prevent carpal tunnel syndrome resulting from repetitive keyboard motions; exposure to computer monitor may contribute to eye strain and vision problems. Air conditioning/heating system may contribute to fluctuating office atmosphere.
19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees 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. This position’s responsibilities 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.
22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why?
Yes
23. What are the essential functions of this position?
Serve as management assistant to the Fraud Investigation Section commander. Is responsible for various administrative clerical and secretarial duties and acts as liaison for section commander with section personnel, other law enforcement agencies, other professionals, and the general public.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
The department has undergone a reorganization resulting in the creation of a new division. This resulted in the formation of the Fraud Investigation Section within the Special Investigation Division. The Fraud Investigation Section now incorporates and auto theft teams (SEATT and SCAR) and fraud investigative units in southeast Michigan (Livonia office) and the development of a new team located in Kalamazoo. This has created additional personnel and responsibilities for this position.
25. What is the function of the work area and how does this position fit into that function?
The Fraud Investigation Section is responsible for the investigation of auto theft and financial crimes in the areas of identity theft, bridge card enforcement, and other fraudulent related activity. This position provides management and administrative support to the section commander and personnel assigned to the section.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
High school
EXPERIENCE:
One year at Secretary 8 level or two years as a Secretary 7
KNOWLEDGE, SKILLS, AND ABILITIES:
Excellent organizational skills, office management skills, proficient typist, prioritizing/organizational skills, proficient computer skills, letter writing skills and proper telephone etiquette.
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.
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.
D/F/Lt. James Grady, Section Commander October 19, 2016
Supervisor’s Signature Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
Indicate any exceptions or additions to statements of the employee(s) or supervisors.
I certify that the entries on these pages are accurate and complete.
Appointing Authority Signature Date
TO BE FILLED OUT BY EMPLOYEE
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.
Employee’s Signature Date

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

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