CS-214 Rev 11/2013 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 POSITION DESCRIPTION Position Code STUDASTEG67R 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 Corrections 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) Executive Bureau 4. Civil Service Position Code Description 10. Division Student Assistant Bureau of Health Care Services 5. Working Title (What the agency calls the position) 11. Section Student Assistant 6. Name and Position Code Description of Direct Supervisor 12.Unit Joanne Sheldon, Health Service Administrator 7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work Randall Treacher, Chief Deputy Director Grandview Plaza, 206 E. Michigan Ave, Lansing, MI 48933 up to 40 hours per week, Mon Fri, 8:00am - 5:00pm 14. General Summary of Function/Purpose of Position Perform duties within the Central Office, Bureau of Health Care Services (BHCS) for the areas of Administration, Clinical Operations and Mental Health Services. The BHCS has implemented a five year Strategic Plan that is the road map to providing a structured and coordinated approach for obtaining defined goals. This position will assist all areas within Central Office BHCS to achieve these goals. These areas focus on preventative measures, clinical outcomes, innovation, standardization, coordination of care and collaboration at the Facility, Regional and State levels. As the five year strategic plan is implemented, duties of this position may change accordingly. Page 1
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 50 Assists in projects as assigned by the Offices of the Health Services Administrator, Chief Medical Officer, Mental Health Director and Chief Psychiatric Officer. Assist with collecting and responding to email concerns from the BHCS-Communication folder (as appropriate). Assist in picking up calls from the Grievance and Concerns telephone line. Logging in prisoner grievances into an Access database. Document preparation; filing; copying and data entry. Assist with lab assign process within the Electronic Health Record (EHR). Assist with victim notification process. Duty 2 General Summary of Duty 2 % of Time 25 Assist in select projects as assigned and as needed by the Offices of the Health Services Administrator, Chief Medical Officer, Mental Health Services Director and Chief Psychiatric Officer. Assist in preparing meeting materials, and development of project handouts. Attend meetings, record notes, escort guests to the meeting, transport materials, set up laptop and projector, tables, and any other necessary equipment. Collate and photocopy handout materials for meetings. Set up telephone conference calls and videoconferences. Participate in researching and compiling data for special projects as needed. Conduct research and provide written summaries of health care data. Enter project specific information into spreadsheets. Duty 3 General Summary of Duty 3 % of Time 25 Miscellaneous duties May access Electronic Health Record (EHR) and OMNI periodically. Create Word or Excel spreadsheets as necessary. Provide assistance to Bureau staff as needed. Assist with FOIA requests. Copying, filing, shredding documents. Maintain the shared S drive. Copier maintenance as needed. Other duties as assigned. Preparation with training manuals. Page 2
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. 17. Describe the types of decisions that require the supervisor s review. 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. Any copying and filing would require standing, bending and light lifting. There could be meetings at other State office buildings, and MDOC facilities for meetings that would require driving if the location was not within walking distance. 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. Provide formal written counseling. Approve leave requests. Approve time and attendance. Orally reprimand. Assign work. Approve work. Review work. Provide guidance on work methods. Train employees in the work. Page 3
22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why? Agree 23. What are the essential functions of this position? Assist all areas of Central Office BHCS with general office duties such as copying, sorting, filing, telephone, logging information into databases, assisting with meetings. 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? The BHCS is responsible for the coordination and monitoring of health care services for prisoners in the MDOC. This position will assist in these areas in varying degrees. Page 4
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: Current enrollment in high school, vocational or technical school, or post-secondary educational institution. Prefer candidate to be enrolled in health care field related classes. EXPERIENCE: No specific type or amount is required. Experience working in an office setting and interest and/or experience in the field of health care preferred. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of general office practices, spelling, punctuation and proper telephone etiquette. Basic computer skills and experience with Microsoft Office programs (Word, Access, Excel, Power Point) is preferred. Familiarity with an Electronic Medical Record (EMR) is a plus. The ability to interact and communicate professionally with Central Office BHCS staff, facility staff and the public. The individual will need to have time management skills, organizational, and multi-tasking abilities. Ability to learn new software programs, and have familiarity with conducting literature and article searches is also helpful. CERTIFICATES, LICENSES, REGISTRATIONS: 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. Supervisor s Signature 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 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 NOTE: Make a copy of this form for your records. Page 5