Civil Service Commission
/ Position Code
1. DEPSPL2K90N
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
TED - TALENT INVESTMENT AGY
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Workforce Development (WD)
4. Civil Service Position Code Description / 10. Division
Departmental Specialist 13
5. Working Title (What the agency calls the position) / 11. Section
Departmental Specialist, OSMIS / Data and Performance Reporting
6. Name and Position Code Description of Direct Supervisor / 12. Unit
Vacant, Departmental Manager 14
7. Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Matthew Shields, State Administrative Manager 15 / Victor Office Center 201 N. Washington Sq., Lansing, MI 48933 / M-F 8 am - 5 pm
14. General Summary of Function/Purpose of Position
As the sole resource specialist, the position manages all aspects of the statewide One-Stop Management Information System (OSMIS) components related to Workforce Innovation and Opportunity Act ( WIOA), Trade Adjustment Assistance (TAA), and Welfare Reform regarding program data collection, storage, analysis and OSMIS maintenance for eight (8) of the sixteen (16) Michigan Works! Agencies. This Specialist develops and implements strategies for assigned agencies around all aspects of WIOA, TAA, and Welfare Reform programs related to federal and state requirements including; performance assessment testing tools, electronic data collection; technical definitions for data; assistance and oversight for focal data collection; as well as developing and delivering standardized and customized queries to the WD Director, department policy staff, and assigned agencies. This position must relate all reporting to policies and emerging issues related to data collection; new and expanded federal reporting mandates; any audit concerns; and local and state systems-based continuous improvement strategies. This specialist is responsible for highly complex assignments, with considerable impact on end users of the OSMIS.
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: / Percentage: / 70
For the assigned Michigan Works! Agencies, valuates federal reporting requirements and program area data needs related to WIA/WIOA, TAA and Welfare Reform and then translates those business needs into OSMIS requirements. Works with staff from Department of Technology, Management and Budget to design and implement changes. Documents and tests system changes. Trains assigned agencies and other end-users on proper required data entry into OSMIS.
Individual tasks related to the duty:
Participates in work groups to analyze program data needs, defines problems and devises solutions through system changes
Makes data collection recommendations in areas of OSMIS, to comply with state and federal reporting requirements
Creates documents containing detailed system change requirements and submits these requirements to the Department of Technology, Management & Budget
Designs training system manuals/materials and conducts training sessions to assigned agencies and other users regarding OSMIS changes and general use of OSMIS. Through training, ensures data entered into OSMIS is accurate and consistent, and meets federal requirements of data validation
Works with Department of Technology, Management & Budget to create reports and data files to meet state and federal reporting requirements
Validates and implements test procedures for the OSMIS
Documents system changes for incorporation into system manuals
Duty 2
General Summary: / Percentage: / 20
Make available information on WD programs to internal staff, other state/federal agencies and departments', legislators, assigned agencies and to the general public.
Individual tasks related to the duty:
Devise and implement efficient and effective methods for WD staff, department managers/leadership, assigned agencies and others to request advanced, customized queries of OSMIS data using Application Express (APEX) to assist program planning and continuous program improvements
Develop appropriate responses to legislative inquiries on program data
Use expert knowledge to initiate program analysis and recommendations based upon personally devised data reports
Clarify data definitions, if necessary, to avoid misrepresentations of data by assigned agencies and other users
Respond to state and national surveys concerning OSMIS information on policies in Michigan from national or state agencies and departments, research groups, and associations.
Develop and provide reports on program data in a wide variety of formats: formal publication, professional presentations, web-based customizable information, etc.
Duty 3
General Summary: / Percentage: / 10
Identifies and oversees the collection and maintenance of WIOA, TAA and Welfare Reform program data necessary to meet program reporting and evaluation requirements for the OSMIS. Coordinates the data collection for the WD for numerous programs at assigned Michigan Works! Agencies. This data collection is the sole source of data for several different statewide workforce programs in Michigan.
Individual tasks related to the duty:
Establish definitions, standards, procedures and priorities to collect data from assigned Michigan Works! Agencies and other users of OSMIS. As expert specialist, maintain effective liaison with WD's program area policy development and the U.S. Department of Labor to assure emerging issues related to definitions and standards will be adequately addressed. Based on U.S. Department of Labor guidance, recommend program policies and procedures regarding required reporting in the OSMIS.
Develop and continuously update communication with locally assigned program operators regarding instruction on the methods and formats as necessary; and consolidate federal and state data collection forms where feasible to reduce reporting burden ·and redundancy. Increasingly utilize efficient and emerging electronic data collection systems.
Assure adequate information provided in response to content, definitions, and procedural questions from assigned agencies concerning the reporting of local agency's data including the most complex institutional situations. Such situations affect the reporting of information to maintain data consistency between the unit's data and the multiple other agencies requiring these data reports.
Review data collection systems, forms, and data; edit reports and verify the accuracy and validity of any suspect information for assigned agencies. Based on the data collected, provide accurate data validation lists to requesting TAA and WIA-WIOA policy staff to reduce reporting burden and redundancy.
Develop and implement strategies to provide technical assistance to assigned local program operators in using data entry software or in completing forms including: conducting workshops; presenting at conferences; instigating on-site consultation; designing web-based information; etc.
As expert Specialist, provide tools and cross-training to equip WD coordinators and managers to provide accurate information on data reporting for their assigned agencies.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Making a decision in regard to how data is to be reported in response to procedural questions/issues that a rise from the field. Establishing collection and edit procedures that affect timely reporting of information and data integrity.
17. Describe the types of decisions that require the supervisor's review.
Decisions recommending complex project that incorporate updates to the OSMlS data system that affect the State of Michigan's policy and procedures.
18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.
Physical effort normally associated with office work. Environmental conditions include the use of computers for 70 percent of work hours. Travel within the United States for training and conferences, overnight stays may be required.
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.
Additional Subordinates
20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):
N
/ Complete and sign service ratings.
/ N
/ Assign work.
N
/ Provide formal written counseling.
/ N
/ Approve work.
N
N
/ Approve leave requests.
/ Review work.
N
/ Approve time and attendance.
/ N
/ Provide guidance on work methods.
N
/ Orally reprimand.
/ N
/ 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?
As the sole resource specialist, the position manages all aspects of the statewide One-Stop Management Information System (OSMIS) components related to Workforce Innovation and Opportunity Act ( WIOA), Trade Adjustment Assistance (TAA), and Welfare Reform regarding program data collection, storage, analysis and OSMIS maintenance for eight (8) of the sixteen (16) Michigan Works! Agencies. This Specialist develops and implements strategies for assigned agencies around all aspects of WIOA, TAA, and Welfare Reform programs related to federal and state requirements including; performance assessment testing tools, electronic data collection; technical definitions for data; assistance and oversight for focal data collection; as well as developing and delivering standardized and customized queries to the WD Director, department policy staff, and assigned agencies. This position must relate all reporting to policies and emerging issues related to data collection; new and expanded federal reporting mandates; any audit concerns; and local and state systems-based continuous improvement strategies. This specialist is responsible for highly complex assignments, with considerable impact on end users of the OSMIS.
24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.
N/A
25. What is the function of the work area and how does this position fit into that function?
Responsible for the design and operation of the highly complex, One-Stop Management Information System for all workforce development programs for assigned areas. Responsible for the production of advanced, highly complex queries for WD, assigned local areas and other requesting parties. This position is critical for leading the improvement of data collection systems, and the management of continually expanding data requirements of workforce programs.
26. 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:
Four years of professional experience, including two years equivalent to the experienced (P11) level or one year equivalent to the advanced (12) level. Minimum 1 year experience required:
- Interpreting and applying federal workforce (WIOA, TANF, TAA) programs, procedures and rules, including data collection and reporting to multiple stakeholders;
- Information Technology (IT) related experience at the federal, state or local level; and
- Experience in creating and customizing data system queries.
KNOWLEDGE, SKILLS, AND ABILITIES:
Public program evaluation and statistical skills
Knowledge of workforce programs and policies
Knowledge of the preparation and use of reports
Effective communication skills
Ability to plan, coordinate, and expedite specialized work projects and assignments.
CERTIFICATES, LICENSES, REGISTRATIONS:
None
NOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of 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.
/
Supervisor
/ Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
Indicate any exceptions or additions to the statements of employee or supervisors.
None
I certify that the entries on these pages are accurate and complete.
/
Appointing Authority
/ Date
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
Date