CS-214REV 8/2007

1. Position CodeSEMA2B04N

State of MichiganCivil Service Commission

Capitol Commons Center, P.O. Box 30002Lansing, 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.) 8. Department/AgencyMichigan Department of Transportation

3. Employee Identification Number 9. Bureau (Institution, Board, or Commission)Bureau of Transportation Planning

4. Civil Service Classification of PositionSenior Executive Management Assistant 2

10. DivisionExecutive

5. Working Title of Position (What the agency titles the position)Executive Management Assistant to Director

11. Section

6. Name and Classification of Direct SupervisorDavid E. Wresinski, State Executive 19

12. Unit

7. Name and Classification of Next Higher Level SupervisorLaura Mester, Executive Deputy Director 20

13. Work Location (City and Address)/Hours of Work

425 W. Ottawa Street, Lansing, Michigan

14. General Summary of Function/Purpose of Position

Serve as senior executive management assistant to the director of the Bureau of Transportation Planning, acting in a liaison capacity with bureau administrative and professional staff; state, local, and federal governmental officials; Governor’s office staff; the general public; media; and employees at all levels of the department. Provide administrative and executive support, requiring a high degree of confidentiality, diplomacy, and extensive knowledge of the bureau and department’s goals and areas of responsibility.

For Civil Service Use Only

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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 1General Summary of Duty 1 % of Time 65__ Function as senior executive management assistant to the bureau director, performing advanced secretarial and executive support activities.

Individual tasks related to the duty. Keep the bureau director advised of critical issues within the department and bureau, keep him on track, and provide him with

the right information at the right time to assist him in being most effective. Brief bureau director on pending issues and upcoming meetings.

Independently schedule meetings on behalf of the bureau director, maintain the bureau director’s calendar, and collect and prepare materials pertinent for upcoming meetings.

Screen incoming calls and make referrals to appropriate executive staff or provide information personally. Make travel arrangements for the bureau director for all out-of-state travel and reimbursement documents on behalf of the

bureau director. Using knowledge of supervisor’s viewpoint, act as liaison between bureau director and bureau staff, the department director’s

office staff, other MDOT staff, the Governor’s office, and state, local, and federal staff in exchanging information. Transmit directives, instructions, and assignments on behalf of the bureau director and follow up on status.

Review incoming correspondence and take appropriate action. Log correspondence into Correspondence Tracking System and assign to appropriate bureau staff, based on subject matter and knowledge of bureau responsibilities. Track status of response/action taken to ensure timeliness.

Coordinate on a daily basis (or as needed) with the bureau director and/or Planning analyst to ensure timely completion of tasks and assignments.

Duty 2General Summary of Duty 2 % of Time 20 Function as lead management assistant for the bureau.

Individual tasks related to the duty. Review and analyze administrative support procedures and make recommendations to enhance efficiency of operations. Brief

administrative support on current and revised correspondence procedures and operational issues related to the bureau and the department. Assign work related tasks to bureau administrative support staff to balance clerical workload. Facilitate agreement on work procedures within the administrative support work team.

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Duty 3General Summary of Duty 3 % of Time 15 Additional assignments as determined by bureau director.

Individual tasks related to the duty. Lead teams for the purpose of improving processes or procedures in the bureau. Make presentations to management and staff,

as necessary. Complete special assignments requiring research, analysis of information gathered, and synthesis of findings into report,

memo, or letter form and present for management approval. Implement operational/structural changes as a result of approved recommendations.

Duty 4General Summary of Duty 4 % of Time

Individual tasks related to the duty.

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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.Using knowledge of bureau and department, independently determine action needed and assign to appropriate staff person to respond to incoming correspondence or requests for information. Screen incoming calls and determine which require the attention of the bureau director or refer callers to appropriate staff person, if necessary. Those affected by these decisions are bureau and department staff; legislators; Governor’s office staff; and state, local, and federal agency staff.

17. Describe the types of decisions that require your supervisor’s review.Decisions of a complex political nature that would have department-wide impact. Scheduling conflicts related to the bureau director’s calendar.

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.Ability to sit for long periods of time at a computer. Periodic lifting of work related items of 15 pounds or less, which includes bending, reaching, and twisting. Ability to work well under tight deadlines and stressful conditions.

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.

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TO BE COMPLETED BY DIRECT SUPERVISOR22. 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?

Duties 1, 2, 3

24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.

Vacancy

25. What is the function of the work area and how does this position fit into that function?

Develop high level plans and programs to carry out department policies that result in multi-modal transportation planning, consistent with the financial, social, and environmental policies of the State Transportation Commission. This position acts in a liaison capacity with bureau administrative and professional staff to facilitate communications and completion of programs and policies between the bureau director; department director; state, local, and federal government officials; Governor’s office staff; the general public; media; and employees at all levels of the department.

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 or equivalent.

EXPERIENCE:Six years of office experience involving administrative support practices, including three yearsequivalent to an advanced, 8-level, administrative support worker, Secretary E8, or Legal Secretary E8; two years equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9; or, one year equivalent to the Division Head Legal Secretary 10 or Executive Secretary E10.

KNOWLEDGE, SKILLS, AND ABILITIES:Page 5

Proficiency in the MicroSoft Word software and use of PC. Knowledgeable in use of MAIN, Correspondence Tracking System, and DCDS. Excellent verbal and written communications skills. Thorough knowledge of proper English usage, spelling, punctuation, and grammar. Excellent proofreading skills. Ability to maintain confidentiality, composure, and tact in handling sensitive situations. Ability to independently prioritize and organize own work products, as well as organize the day-to-day commitments of the bureau director. Strong decision making skills. Ability to effectively schedule and prioritize meetings, appointments, and conferences for the bureau director.

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.

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 AUTHORITY28. 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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