POSITION DESCRIPTION

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1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. DEPSPL2L17N 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) Organizational Services 4. Civil Service Position Code Description 10. Division Departmental Specialist-2 Occupancy 5. Working Title (What the agency calls the position) 11. Section Institutional Project/Capital Outlay Specialist 6. Name and Position Code Description of Direct Supervisor 12. Unit MCDANIEL, LAURA L; STATE DIVISION ADMINISTRATOR 7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work DOXIE, WILLIAM; STATE BUREAU ADMINISTRATOR 235 S GRAND AVE; LANSING, MI / M-F; General Summary of Function/Purpose of Position As the sole staff specialist for MDHHS state owned and operated Juvenile Justice Facilities, State Psychiatric Hospitals, Michigan Career and Technical Institute (MCTI) and Green Oaks Conference Center responsible for project management services including construction and renovation; space management; development, administration, and oversight of capital outlay; lump sum and special maintenance; and miscellaneous operating projects (MOPs). This position develops communication and coordinates facility personnel that includes but not limited to Facility Supervisors, Lessors, property analysts, designers, movers, communications personnel, IT, telecommunications. This position must understand and have working knowledge in managing a budget to coordinate related facility activities and projects. This position serves as the staff specialist with department-wide responsibility in developing and coordinating multiple reports mandated by DTMB and the State Budget Office.

2 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: 65 Institutional Project Management and Capital Outlay: Provide planning and oversight for maintenance operating projects (MOP s), lump sum special maintenance and capital outlay for the Department s State Juvenile Justice Facilities, State Psychiatric Hospitals, MCTI and Green Oaks Conference Center. Responsibility includes directing the Department s capital outlay planning process and reporting as mandated by statute/boilerplate. Individual tasks related to the duty: Develop the Department s annual five-year strategic plan for capital outlay, outlining strategic priorities and programming objectives as a guide for the Department s facility planning. Assist executive staff and Department program areas in identifying and prioritizing capital outlay/lump sum maintenance needs. Coordinate lump sum special maintenance and capital outlay requests for the Department and provide recommendations concerning capital outlay requests to the Department Director for final review/sign-off. Serve as the expert for the State Budget Office and legislative fiscal agencies regarding questions concerning the Department s capital outlay/lump sum maintenance requests and existing projects. Consults with facilities to determine future space usage and infrastructure projects based on program needs within a given facility. Conduct meetings with facility staff to determine the scope of the projects. Identify and determine appropriate solutions for implementation. Consult with facility administrators to interpret and transform program needs into concrete project proposals and develop generalized facility specifications for proposed projects to develop the Capital Outlay. Consult with program administrators to develop work orders and Maintenance Operating Projects (MOP s) for facilities. Partner with DTMB Design and Construction and architectural firms to obtain technical analysis of various project proposals assuring plans are appropriate for type of facility. Serve as project liaison between the Department of Health and Human Services (DHHS) staff, Department of Management and Budget (DTMB) and various professional services/contractors, trades contractors, inspectors and field representatives. Coordinate periodic meetings with program staff to discuss outstanding issues and stay abreast of the status of open Work Orders, MOP s and Capital Outlay/Lump Sum Maintenance projects. Schedule and/or attend construction meetings, to assure all space and project requirements are met. Evaluate finished project and develop punch list items to meet construction/renovation requirements. Oversee the Department s record of capital outlay/lump sum maintenance closed and open projects. Monitors budgets for projects and prepares encumbrance documents to carry forward funding for department funded projects. Coordinate, complete and review submissions to ensure reports are complete and contain the information necessary to fully satisfy the provisions of the departments various boilerplate and statutory reporting requirements. Compile and review billings for reasonability, maintain and submit updates to DTMB/designee for Statewide All Energy/All Agency Benchmarking as required (PA 295 of 2008). Complete Fiscal Year-end Capital Asset Reporting Package consisting of Real Property, Lease Obligations, Infrastructure, Impaired Capital Assets, Intangibles and Other Asset Certifications for Office of Financial Management use when preparing disclosure for the State of Michigan Comprehensive Annual Financial Report (SOMCAFR). Provide updated inventory listings to DTMB for Property Values Reporting (PA 289 of 1977). Values are used for the distribution of funds to local units of government for fire protection services. State-Owned Sites Clean-up Program (PA 451 of 1994): Identify and report all contaminated facilities for which MDHHS is liable for. Submit information to DTMB reporting any newly discovered contaminated state-owned or operated facilities and update information on facilities that have been previously reported. This information is critical in determining overall project funding needs assuring adequate funding in the future. Provide updated Building and Land Fixed Asset Inventory for Office of Financial Management use when preparing disclosure for the State of

3 Michigan Comprehensive Annual Financial Report (SOMCAFR). Verify budget amounts, expenses, contract balances and encumbered amounts for projects; complete and submit to DTMB MOP Report Final report subsequently submitted to Office of Financial Management by DTMB. Duty 2 General Summary: Percentage: 30 Project/Move Management: Provide project management for interior construction projects in state-owned and leased facilities and provide move management services to aid in the communication and coordination of all move- related personnel as it pertains to that project. Individual tasks related to the duty: Consult with staff to determine future space usage needs for programs within a given facility. Collect and maintain space information, evaluate department requirements and make recommendations for space utilization as needs change. Complete space programming documents for inclusion in lease Request for Proposals to obtain the most efficient and effective facilities for agency functions while adhering to DHHS design standards. Obtain agency approval of all programming documents. Acquire additional space within new or existing facilities within assigned geographical area to accommodate new programs or changes in staff levels. Ensure that facilities within assigned geographical area are being properly maintained, repaired, and securely operated. Conduct periodic building site visits to identify areas needing attention. Develop reports and implementation schedules. Recommend and implement improvements in physical plants, building services and contractual maintenance. Work with building managers, lessors, vendors, and union officials to prevent and solve problems related to air quality, temperatures, elevators, plumbing, electrical, and communications. Work with DTMB and lessors to obtain lease renewals, and to obtain lease addendum or work orders for building improvements. Serve as agency liaison with DTMB, other state agencies, local governing bodies on facility related matters. Work with DTMB and lessors to assign or divide responsibility for making needed repairs or maintenance. Develop and submit detailed specifications using current contracts for use in preparing purchase requisitions. Schedule and oversee installations. Review all plans, specifications, contracts, and invoices for accuracy. Authorize payment upon successful completion. Provide the communication and coordination of all move-related personnel including Facility Supervisors, Lessors, property specialists, designers, movers, furniture contractors, communications personnel, IT, telecommunications and other related services. Develop and monitor budgets for large projects to coordinate a move where needed. Develop Time line schedules outlining the specific activities involved in projects, and then seek agreement from principal users to put schedules into effect. Track progress and maintain control over events, which includes following up to insure due dates are met, solving problems that occur, attending progress meetings, checking status of furniture and equipment orders, etc.

4 Duty 3 General Summary: Percentage: 5 Perform other duties as assigned. Individual tasks related to the duty: Participate in bi-weekly coordination meetings between DHHS, DTMB, and telecom regarding DHHS facility projects affecting computers, cabling and phones with DTMB and telecom. Participate on Joint Evaluation Committees (JEC) as a representative for DHHS. Complete special projects. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Independent judgement is exercised in all aspects of this position. Decisions affect the health and safety of staff and clients, youth, patients and all other customers related to facility/office location, layout, furniture, building systems, security and infrastructure. Responsible for ensuring that proper methods, procedures, or processes are being utilized including enforcing DHHS standards. Make short and long-term recommendations for space use based on collection and analysis of current data. Independently meet with Section, Division Managers and user groups to review needs. 17. Describe the types of decisions that require the supervisor's review. Deviations from space standards. Unexpected expenditures or specialized purchasing issues. Building or leasing decisions involving new construction, relocations or major budget expenditures. 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 office environment. 19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, 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.

5 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? This position is the sole staff specialist for MDHHS state owned and operated Juvenile Justice Facilities, State Psychiatric Hospitals, Michigan Career and Technical Institute and Green Oaks Conference Center with primary and essential functions of Project Management services including construction and renovation, space management and development, administration, and oversight of capital outlay, lump sum and special maintenance, and miscellaneous operating projects for the Occupancy Services Division. This position aids in the communication and coordination of all move-related personnel including Facility Supervisors, Lessors, property analysts, designers, movers, communications personnel, IT, telecommunications and other related services. This position must understand and have working knowledge in managing a budget to coordinate a move. This position requires experience in restacking various facilities, along with the ability to handle multiple restacking and move projects at once. This position also serves as the staff specialist with department-wide responsibility in coordinating multiple reports mandated by DTMB and the State Budget Office. Other duties include completing special projects upon the request of the Bureau and Division Director. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. The position has become specialized in the development of the department's Capital Outlay Plan and reporting, and has grown to include State Psychiatric Hospitals and Laboratory. This is the only position in DHHS that handles the state owned and operated Juvenile Justice facilities, the Michigan Career and Technical Institute, and the State Psychiatric hospitals and Laboratory. Continuing need to provide proper facility management has become necessary to meet the ever-changing need of our Facilities. 25. What is the function of the work area and how does this position fit into that function? Occupancy Services provides facilities management services statewide. This position provides the facility oversight and project management for state owned and operated Juvenile Justice Facilities, State Psychiatric Hospitals, Michigan Career and Technical Institute, Green Oaks Conference Center and multiple local offices. 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: Departmental Specialist Four years of professional experience, including two years equivalent to the experienced (P11) level or one year equivalent to the advanced (12) level. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of principles, practices and techniques of property management; Ability to develop and follow blueprints, specifications and instructions. CERTIFICATES, LICENSES, REGISTRATIONS: n/a

6 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. n/a 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