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State of MichiganCivil Service CommissionPosition Code1. DEPTALTEK01YCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis 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/AgencyTRANSPORTATION CENTRAL OFFICE3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Office of Passenger Transportation4. Civil Service Position Code Description10. DivisionDepartmental Analyst-E5. Working Title (What the agency calls the position)11. SectionPayment CoordinatorProgram Administration6. Name and Position Code Description of Direct Supervisor12. UnitLUBAHN, LISA A; DEPARTMENTAL MANAGER-3Financial Management7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkHOHF, KEVIN J; DEPARTMENTAL MANAGER-4425 West Ottawa, Lansing, MI / 8:00 - 5:00 Monday - Friday14. General Summary of Function/Purpose of PositionThe position functions as the analyst for the financial monitoring and oversight of grant contracts initiated by program and project managers of the office to ensure consistency with funding decisions made by the office administrator.? This position is responsible for:? Initiating, monitoring, and providing analysis of the monthly disbursement of Local Bus Operating assistance payments to transit agencies. This includes reconciliations of the appropriation, payables and receivables, research and correct discrepancies identified, analysis and maintenance of balance sheet accounts; Analyzing payment documentation and creating appropriate documents in the state accounting system. Reviewing and approving proposed contractual changes and creating/modifying documents in the accounting system based upon modification to contracts; Serving as fiscal year-end coordinator; Representing the Office of Passenger Transportation in meetings and conferences for senior citizens and persons with disabilities in statewide forums on aging and disability concerns.Analyzing non-financial data in operating assistance reports submitted by transit agencies.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 1General Summary:Percentage:45Initiate, monitor, and provide analysis of the monthly disbursement of Local Bus Operating assistance payments to transit?agencies.? This includes reconciliations of the appropriation, payables and receivables, research and correct discrepancies identified, analysis and maintenance of balance sheet accounts; Individual tasks related to the duty:Prepare and maintain spreadsheets for each transit agency based upon the disbursement amount of the yearly appropriation.Prepare and maintain monthly distribution and enter documents into SIGMA.Perform monthly analysis of the appropriation after each monthly disbursement, identify and correct any plete an analysis of each agency based on redistributions of the Local Bus Operating appropriation based in the reconciliation review of the final audit.?? Prepare a payback schedule and a payment schedule.? Perform quarterly analysis to? ensure appropriate withholdings are complete and correct identified issues.Prepare documents/information for journal vouchers for payback amounts. At fiscal year end, complete an analysis of the appropriation and report the appropriate payable and receivable amounts.Duty 2General Summary:Percentage:20Analyze payment documentation and create appropriate documents in the state accounting system.?? Review and approve proposed contractual changes and create/modify documents in the accounting system based upon modification to contracts; Individual tasks related to the duty:Analyze submitted payment documents and enter appropriate documents into SIGMA.Work with project managers and supervisors to resolve any issues or errors.Analyze proposed budget adjustments, amendments, and revisions to contracts/authorizations to verify the proposed changes can be executed.?? Prepare a spreadsheet for each and include with approved documentation for OPT Contract Manager.Modify SIGMA documents as necessary based on modifications of contracts or authorizations.Run reports from Business Intelligence and distribute on established schedule and/or requested.Utilize ProjectWise document system for contractual documentation and approval/storage of payment plete audit and close requests of contracts and job numbers timely.?? Complete analysis to ensure all expenditures in SIGMA match payment documents.Duty 3General Summary:Percentage:15Fiscal Year-End CoordinatorIndividual tasks related to the duty:Receive all fiscal year end spreadsheets and create the accrual lines in the appropriate SIGMA documents and log. Complete an analysis to verify encumbrances are valid and eligible for carry municate with OPT staff on the status of payables and when old year (payable) payments can be issued.Assist with training OPT staff on fiscal year end expectations, deadlines, and other information as needed.Act as liaison with Financial Operations for all year-end activities. Gather all required supporting documentation for all payables, receivables, and appropriation level transactions and maintain the records per the records retention schedule.Duty 4General Summary:Percentage:10Represent the Office of Passenger Transportation in meetings and conferences for senior citizens and persons with disabilities in statewide forums on aging and disability concerns.Individual tasks related to the duty:Represent the office in all regularly scheduled meetings for:Senior Safety Action Team from the Governor’s Traffic Safety Advisory Commission Safe Drivers Smart Options initiativeDevelopmental Disabilities Council for all issues relating to persons with disabilitiesOther meetings as they arise Contribute to research projects conducted within MDOT and various outside entities on transit related issues for senior citizens and persons with disabilities.Duty 5General Summary:Percentage:5Analyze non-financial data in operating assistance reports submitted by transit agencies.Individual tasks related to the duty:Using PTMS, review all non-financial data in transit agencies reconciled operating assistance reports.?Complete an analysis for completeness and verifies any data that changes beyond preset percentages.?Duty 6General Summary:Percentage:5Back up duties and special assignmentsIndividual tasks related to the duty:Act as backup to other unit members as needed. Obtain working knowledge of other unit staff as assigned.??Perform special analysis and prepare reports as assigned.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Develop, recommend and implement work processes.? Evaluate the quality, sufficiency and/or accuracy of financial information submitted by project managers as input for contracting, purchasing or payment instruments.?? Decisions affect the timeliness and accuracy of services and funding provided to transit agencies and the efficiency of project managers, their supervisors and professional staff in Bureau of Finance and Department of Technology, Management and Budget.17. Describe the types of decisions that require the supervisor's review. Disagreements and/or inconsistencies among sections; determination of management priorities and guidance on special assignments.? Decisions requiring supervisory guidance for matters not covered by law, policy administrative procedures or supervisory direction.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.Pressures of frequent deadlines, which could result in costly delays.? Ability to use a personal computer.? The work is primarily performed in an office environment.? Physical demands are routine for an office position; prolonged sitting and use of a personal computer and keyboard.? Occasional walking, standing, bending and stooping; lifts 5 - 10 lbs. infrequently19. 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 Subordinates20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):NComplete and sign service ratings.NAssign work.NProvide formal written counseling.NApprove work.NNApprove leave requests.Review work.NApprove time and attendance.NProvide guidance on work methods.NOrally reprimand.NTrain 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?Yes23. What are the essential functions of this position?The position functions as the analyst for the financial monitoring and oversight of grant contracts initiated by program and project managers of the office to ensure consistency with funding decisions made by the office administrator.?This position is responsible for:?Initiating, monitoring, and providing analysis of the monthly disbursement of Local Bus Operating assistance payments to transit agencies. This includes reconciliations of the appropriation, payables and receivables, research and correct discrepancies identified, analysis and maintenance of balance sheet accounts;Analyzing payment documentation and creating appropriate documents in the state accounting system. Reviewing and approving proposed contractual changes and creating/modifying documents in the accounting system based upon modification to contracts;Serving as fiscal year-end coordinator;Representing the Office of Passenger Transportation in meetings and conferences for senior citizens and persons with disabilities in statewide forums on aging and disability concerns.Analyzing non-financial data in operating assistance reports submitted by transit agencies.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.?25. What is the function of the work area and how does this position fit into that function?Financial Management Unit is responsible for the financial elements of the Passenger Transportation’s programs, including monitoring of the program budgets and payment balances, processing payments, financial control, contract development, audit and project closeout and other financial/administrative functions.?? As the office's sole SIGMA specialist this position provides financial administration statewide for the office's bus passenger transportation program and is responsible for personally implementing, controlling and overseeing the contracting and expenditure of over $200 million a year.? It serves as the sole office liaison with seniors and disability advocates, develops strategic partnerships to promote passenger transportation and advocating joint use of resources for demonstrating innovations in passengers’ services.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 Analyst 9No specific type or amount is required.Departmental Analyst 10One year of professional experience.Departmental Analyst P11Two years of professional experience, including one year of experience equivalent to the intermediate (10) level in state service.KNOWLEDGE, SKILLS, AND ABILITIES:Ability to communicate effectively, both verbally and written, in a persuasive and tactful manner.?? Ability to work productively and cooperatively with others, to organize effective use of time and to solve problems rationally and practically.?? Knowledge of the state accounting system and Microsoft Office.CERTIFICATES, LICENSES, REGISTRATIONS:N/ANOTE: 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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.NoneI certify that the entries on these pages are accurate and complete.KELLEY SCHMITT4/7/2021Appointing AuthorityDateI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.EmployeeDate ................
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