CS-214 Position Description Form
|CS-214 | | 1. Position Code |
|REV 8/2007 | |ACCTTCH |
| |State of Michigan | |
| |Civil Service Commission | |
| |Capitol Commons Center, P.O. Box 30002 | |
| |Lansing, MI 48909 | |
|Federal privacy laws and/or state confidentiality |POSITION DESCRIPTION | |
|requirements protect a portion of this information. | | |
|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/Agency |
|Vacant |Licensing and Regulatory Affairs |
| 3. Employee Identification Number | 9. Bureau (Institution, Board, or Commission) |
| |Liquor Control Commission |
| 4. Civil Service Classification of Position | 10. Division |
|Accounting Technician 7/8/E9 |Financial Management |
| 5. Working Title of Position (What the agency titles the position) | 11. Section |
|Reconciler – Sales, Inventory and Wholesale |Data Management |
| 6. Name and Classification of Direct Supervisor | 12. Unit |
|Bonnie Czaika, Administrative Tech. Supv-12 | |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|Liliana Paceagiu, State Administrative Manager -15 |525 W. Allegan St. Lansing, MI 48909 |
| |8:00 a.m. – 5:00 p.m. |
| 14. General Summary of Function/Purpose of Position |
|This position serves as a reconciler for the Michigan Liquor Control Commission’s (MLCC) Sales and Inventory Accounting Records System. This position is |
|responsible for completing the duties that are necessary to ensure accuracy, reconciliation and completion of these financial records. This position provides |
|interpretation and/or explanation of policies, documentation and procedures related to the processing of sales, purchases, adjustments and inventory data. This|
|position makes any adjustments to accounting records. This position analyzes problems to provide resolutions. This position also serves as a reconciler for |
|the MLCC’s Licensing Wholesale Order System. It maintains the records of and makes adjustments to the system. For both reconciliation duties, this position |
|informs the Authorized Distribution Agents (ADAs) of problems; makes corrections and follow up with the ADAs to ensure corrections have been made. |
|For Civil Service Use Only |
| 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 1 |
|General Summary of Duty 1 50% of Time |
|This position serves as a reconciler for the MLCC Sales and Inventory Accounting Records System. |
|Individual tasks related to the duty. |
|Maintain and reconcile control records including MLCC merchandise purchases and returns, and sales and inventory records from ADA facilities, individually and |
|cumulatively by ADA. |
|Maintain perpetual inventory of merchandise. |
|On a weekly, monthly and quarterly basis, prepare and review accounting reports for use by the Financial Management Division and ADA staff. |
|Analyze discrepancies, out-of-balance conditions, and problems regarding the MLCC Sales and Inventory System. |
|Execute adjustments to formal MLCC accounting records involving sales and inventory accounts. |
|Prepare and initiate licensee “Request for Refund” documentation for MLCC accountants. |
|Duty 2 |
|General Summary of Duty 2 40% of Time |
|This position serves as a reconciler for the MLCC Wholesale Order System. |
|Individual tasks related to the duty. |
|Within set deadlines, prepare, maintain, reconcile, and review control records of sales, returns and adjustments for the Wholesale Order System. |
|Receive from ADAs, via electronic transmission, all the sales pertaining to licensee accounts. |
|Maintain sales records by licensee for use in calculating annual license fees and to meet Federal and State requirements. |
|Reconcile Wholesale Order System against the Sales and Cash Summary Report, which is used to prepare the Financial Statement and other various accounting |
|reports. |
|Prepare a monthly statement for the Director of Financial Management regarding findings of reconciliation. |
|Produce all accounting reports related to the wholesale operation. |
|Make adjustments/corrections to formal accounting records. |
|Duty 3 |
|General Summary of Duty 3 10% of Time |
|Provide backup assistance to other staff in the unit and division. Execute special projects. Complete other tasks as assigned. |
|Individual tasks related to the duty. |
|Maintain division workflow during periods of absence by providing backup assistance for various duties as assigned. |
|Answer Division phone line as needed. |
|Backs up position responsible for processing and collection of dishonored payments. |
|Provide assistance to MLCC staff and the general public regarding licensee purchases questions. |
|Duty 4 |
|General Summary of Duty 4 of Time |
|Individual tasks related to the duty. |
|Duty 5 |
|General Summary of Duty 5 % of Time |
|Individual tasks related to the duty. |
|Duty 6 |
|General Summary of Duty 6 % of Time |
|Individual tasks related to the duty. |
| 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. |
|As the reconciler for the MLCC Sales and Inventory Accounting Records System, the person in this position determines the appropriate method of correcting and |
|documenting errors to ensure timely and accurate reporting of data. As the reconciler for the MLCC Licensing Wholesale Order System, the person in this |
|position must identify errors in the data supplied by the ADAs and determine what must be done to correct the errors. If contacted by an ADA or licensee, |
|he/she must decide on the best course of action to take to answer the question or remedy the problem. Also, the monthly Convention Facilities tax paid to |
|counties, based on the amount of sales reported by types of licenses for each county, would not be accurate without correct decisions being made. |
|Additionally, license fees, which are determined by the amount of purchases of liquor that licensees make each calendar year, would be incorrect. The ADAs, |
|MLCC managers and staff, the licensees, the General Fund, the Department of Treasury, other governmental agencies and the general public are all affected by |
|his/her decisions. |
| 17. Describe the types of decisions that require your supervisor’s review. |
|Any corrections of a volume that would require a large amount of time would be brought to the supervisor’s attention. Also, errors of a large dollar nature or|
|errors of a very unusual or unique nature would be reviewed by a supervisor. Errors of a recurring nature would also be reported to the supervisor to |
|facilitate correction of the source of the errors. Additionally, anything of a suspicious nature would be brought to the attention of the supervisor. |
| 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. |
|Work is in a standard office environment. Minimum physical effort is required. |
| 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.
|TO BE COMPLETED BY DIRECT SUPERVISOR |
|22. 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? |
|The person in this position is the reconciler for both the MLCC’s Sales and Inventory Accounting Records System and the MLCC Wholesale Order System. He/she |
|reviews and verifies several types of sales and adjustments, as well as inventory. He/she determines necessary corrections and makes the corrections to the |
|MLCC accounting system. He/she informs ADAs of corrections that they need to make and follows up with ADAs until all corrections have been made. He/she |
|processes and reviews for accuracy purchase and purchase adjustment documents. He/she makes corrections and posts liquor purchase totals for licensees. |
|He/she reconciles daily electronic records received from ADAs to weekly reports. He/she provides the annual record of liquor purchases for each licensee. |
| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |
|Previous person left – position reverted back to entry level. |
| 25. What is the function of the work area and how does this position fit into that function? |
|The Financial Management Division is a complex division, which involves large revenue collection (approximately $1.3 billion) and merchandise movement |
|(8.4 million cases of spirits) each year as well as the operation of sophisticated information technology processes. The division is responsible for the |
|performance of all of the accounting functions for the Commission. These functions include administration and accounting for the spirit wholesaling function, |
|purchasing of distilled spirits, maintenance of accounts payable and accounts receivable, budgeting, review and approval of spirit product quotations, |
|preparation of monthly and annual financial statements, payment of expenses, transfers of revenue, and the collection/verification/recording of taxes, license |
|fees and wholesale proceeds. |
| |
|The Data Management Unit, to which this position belongs, provides all the accounting records for the bureau for the wholesale operation of the Commission |
|including liquor purchases, sales, inventory, and adjustments. It also provides licensee liquor purchase totals. It reconciles, balances, processes, and |
|corrects all sales and inventory records originating from all of the MLCC’s ADAs. Staff in this unit analyze out-of-balance conditions, determines accounting |
|errors, makes corrections or arrangements for corrections through electronic data processing and re-processing, and notify the ADAs of errors and corrective |
|action needed, subsequently following up with them to ensure corrections have been made. The unit is also responsible for maintaining accurate records of |
|liquor purchases of approximately 16,000 licensees. |
|This position serves as a reconciler for the sales and inventory records. As such, this position performs the portion of the work involved with total MLCC |
|liquor purchases, sales and State-owned inventory. This position also serves as a reconciler for the MLCC Wholesale Order System. As such, this position |
|performs the portion of the work involved with reporting each licensee calendar year liquor purchase totals. |
| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position. |
|EDUCATION: |
|Education level typically acquired through completion of high school. |
|EXPERIENCE: |
|Accounting Technician 7 – One year of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial |
|statements equivalent to an Accounting Assistant E7. |
|Accounting Technician 8 – Two years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial |
|statements, including one year equivalent to an Accounting Technician 7 or an Accounting Assistant 8. |
|Accounting Technician E9 – Three years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial|
|statements, including one year equivalent to an Accounting Technician 8, two years equivalent to an Accounting Technician 7, or one year equivalent to an |
|Office Supervisor with a subclass code of BKPS. |
|KNOWLEDGE, SKILLS, AND ABILITIES: |
|Have knowledge of the MLCC and its Authorized Distribution Agents. Have knowledge of the MLCC’s Sales, Inventory and Accounting Records System. Ability to |
|communicate effectively. Ability to work independently. Ability to meet deadlines. Knowledge of Excel and Word. |
|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 AUTHORITY |
| 28. 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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