Civil Service Commission
/ Position Code
1. DEPTALTE
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
MDHHS-DPT OF HUMAN SVC CNTL OF
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Finance Operations Administration
4. Civil Service Position Code Description / 10. Division
Departmental Analyst-E / Administration
5. Working Title (What the agency calls the position) / 11. Section
Finance Ops HR Liaison
6. Name and Position Code Description of Direct Supervisor / 12. Unit
Jessica Van Winkle; STATE ASSISTANT ADMIN 15-1
7. Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
FARAH HANLEY, DEPUTY DIRECTOR OF FINANCE OPS / 235 S. Grand Ave., Lansing, MI / 8-5
14. General Summary of Function/Purpose of Position
Position functions as entry level Human Resource Liaison for the Financial Operations Administration (FOA) within the Department of Health and Human Services (DHHS).This position assists managers and directors with personnel related activities including hiring. In trainee capacity, the position provides research and analysis, identify needs and barriers, and work directly with Civil Service Office of Human Resources for all positions within the Financial Operations Administration. In addition, this position will be responsible for the onboarding function to ensure that new employees and existing staff have the appropriate technology equipment as well as the appropriateState of Michigan USER and Email accounts.
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: / 30
In trainee capacity, oversee all hiring and selection activities for all Bureaus and Divisions reporting in FOA structure.
Individual tasks related to the duty:
Liaison to all Bureaus/Divisions within the Financial Operations Administration.
Consult with managers and interview teams on hiring processes ensuring that Civil Service rules and regulations and job specifications are followed and resolve any issues that arise with the Office of Human Resources (OHR).
Assist managers and/or interview teams in the establishment of screening/selection criteria and questions for interview processes for OHR approval.
Analyze, evaluate, and advise Financial Operations Administration management with the performance of ongoing protocols and procedures.
Assist in developing and maintaining a system for all Bureaus/Divisions vacancies for use in the analysis and planning of FOA hiring activities. Ensure that all contractual obligation and Civil Service rules/regulations are applied appropriately.
Facilitate and implement application of bargaining unit and Civil Service requirements in selections processes.
Schedule interviews for all selections processes.
Review and analyze completed interview packages to ensure that the hiring process was completed in accordance to Civil Service rules and regulations.
Review interview teams’ hiring recommendation and compile a final package for approval by FOA Administrator and/or Bureau Directors. Submit to OHR for final hiring approval.
Notify unsuccessful candidates of the outcome of the interview process.
Oversee the pre-employment drug testing process for the selected candidates.
Monitor reports for accuracy for assigned area, verifying proper accounting structure, identifying errors, and making corrections.
Facilitate onboarding process to ensure employee(s) have proper and sufficient equipment to conduct their employment objectives. This includes technology and security documents .
Ensure confidentiality throughout the hiring process.
Duty 2
General Summary: / Percentage: / 30
FOA’s Liaison responsible for all actions involving FOA positions.
Individual tasks related to the duty:
Review and submit position descriptions to Office of Human Resources.
Complete/review and submit NEOGOV requisitions to OHR for personnel actions such as reclassifications, transfers, promotions, demotions, working out of class assignments, new hires, etc.
Coordinate with OHR in the development of responses for technical classification and selection complaints filed with Civil Service.
Facilitate selection screening processes; review and approve drafts of postings for vacant positions.
Collaborate with OHR to ensure that all background checks have been completed for new hires. Ensure that new hires attend required new hire orientations. Submit all new hire packets to OHR.
Develop and maintain Bureaus org charts.
Analyze new and/or modified internal processes involving action on positions to Bureau Directors and or Human Resources.
Create, maintain, and analyze reports on bi-weekly basis, review and evaluate the reports, then initiate action as needed.
Provide input on the review and/or revision of OHR procedures.
Provide OHR with supporting documentation and analysis related to employee filed grievances.
Attend meetings and work groups as assigned by management.
Duty 3
General Summary: / Percentage: / 15
Review and monitor staffing resources based on approved spending plans.
Individual tasks related to the duty:
Review Bureau’s approved spending plans for approved FTE. Ensure that Bureau’s fill positions in accordance to their approved spending plans. Seek Budget approval as required to establish and fill new positions.
Review, monitor, analyze staffing patterns and staffing levels, and provide timely reports for management.
Participate in the monitoring of staff overtime.
Obtain FOA Director’s approval for hiring exception requests.
Duty 4
General Summary: / Percentage: / 15
Onboarding activities.
Individual tasks related to the duty:
- Submit MiID requests to Department of Technology Management & Budget (DTMB) to obtain employees USER ID and password for computer, and to establish email account for new hires, in addition to H and/or shared drives.
- Notify Onboarding Unit in Bureau of Organizational Services (BOS) of new hires and/or transfers.
- Complete ITRAC requests in SIGMA to request technology equipment for new hires and or existing staff.
- Complete and submit required documents to BOS and/or DTMB as required for telephone ordersand to obtain/change telephone numbers for staff.
- Collaborate with hiring manager to ensure that office space is available for hired staff and if computer/phone orders are needed.
- Follow up with BOS/and or DTMBto ensure that technology needs for staff are being met in timely manner.
Duty 5
General Summary: / Percentage: / 5
Role in workman’s comp, incident reporting, leave of absence, resolution of transactions, time and attendance issues, etc.
Individual tasks related to the duty:
Review Civil Service Disability Management report to identify staff on paid/unpaid leave of absence.
Provide managers guidance on submitting incident reports.
Identify information discrepancies.
Duty 6
General Summary: / Percentage: / 5
Other duties as assigned.
Individual tasks related to the duty:
Represent management and assigned work areas on assigned committees.
Participate in evaluating efficiency of operations and development of recommendations of changes to policies and procedures to improve efficiencies.
Work directly with management in fulfilling their needs in human resource processes and procedures.
Complete special projects as deemed necessary by management.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Independent decisions are made daily in prioritizing and scheduling work. Determine the proper use of protocol and the necessary tasks that must be completed in support of activities and responsibilities. Set priorities to determine critical hiring needs.
17. Describe the types of decisions that require the supervisor's review.
Decisions which impacts staff, policies, and procedures within the Financial Operations Administration. Release of any sensitive or confidential information
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.
Normal physical effort. Position requires the ability to work independently, prioritize, and manage multiple critical tasks.
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. Prepared by management.
23. What are the essential functions of this position?
Position functions as entry level Human Resource Liaison for the Financial Operations Administration (FOA) within the Department of Health and Human Services (DHHS). This position assists managers and directors with personnel related activities including hiring. In trainee capacity, the position provides research and analysis, identify needs and barriers, and work directly with Civil Service Office of Human Resources for all positions within the Financial Operations Administration. In addition, this position will be responsible for the onboarding function to ensure that new employees and existing staff have the appropriate technology equipment as well as the appropriateState of Michigan USER and Email accounts.
24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.
New establishment.
25. What is the function of the work area and how does this position fit into that function?
The Financial Operations Administration oversees budgeting, purchasing, accounting, audit, and organizational services for the entire DHHS. This position will serve as the senior analyst/liaison that provides technical professional level support to evaluate and implement human resource, allocations and onboarding activity for the Financial Operations Administration. They are responsible for working directly with Civil Service on all personnel transactions.
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:
As required by Civil Service Job Specification.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of administrative management techniques and principles.
Ability to plan directs and coordinates activities.
Ability to plan and direct complex work tasks; excellent verbal and written communication skills and ability to utilize standard computer applications including Word and Excel.
Ability to develop data bases and track and analyze data.
CERTIFICATES, LICENSES, REGISTRATIONS:
Selective Position Requirement (SPR): At least one year of experience facilitating Human Resources activities that may include applicants screening, employment interviewing, and employment recruitment, assisting in development of position descriptions, or applying collective bargaining agreement hiring requirements.
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.
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Supervisor
/ Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
Indicate any exceptions or additions to the statements of employee or supervisors.
n/a
I certify that the entries on these pages are accurate and complete.
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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