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State of MichiganCivil Service CommissionPosition Code1. ACCTTCHAB58RCapitol 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/AgencyHealth and Human Services 3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Finance and Accounting4. Civil Service Position Code Description10. DivisionAccounting Technician 10Expenditure Operations 5. Working Title (What the agency calls the position)11. SectionAccounting Technician Lead WorkerAccounts Payable & Disability Determination Payment6. Name and Position Code Description of Direct Supervisor12. UnitVacantAccounts Payable 7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkKimberly Maniez, State Administrative Manager 15235 S Grand Ave, Grand Tower Building, Lansing, MIMonday – Friday 8:00 a.m. - 5:00 p.m.14. General Summary of Function/Purpose of PositionThis position functions as lead worker.? In conjunction with the supervisor, this position will instruct lower level staff in performing accounting duties to support the operations, accounting processes and functions in the Accounting Division.? The Lead Worker is responsible to assign and review work as well as provide coaching to improve work methods or practices.? In addition, these position responsibilities may include but are not limited to auditing and entry of payment vouchers for administrative and other expenses for the Department, reissuing undeliverable warrants, including properly accounting for the reissuance, answering phone inquiries concerning programs and payments and processing payment requests through the year-end process. This position also performs a variety of accounting technician duties such as assisting in testing and revising the current accounting system and assuring the integrity of the financial records. Such functions as researching, reconciling, and analyzing financial control records are also performed.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:40Review and assign work as well as provide technical direction to lower-level staff.Individual tasks related to the duty:With supervisory consultation, determine work priorities. Assign work and follow up with staff on work progress. Inform supervisor of any concerns or issues. Review work completed by lower-level staff to ensure completeness and accuracy. Coordinate work activities. Conduct one on one training or group training to improve work methods or practices. Provide staff technical direction on how to perform work efficiently and accurately. Assist staff in resolving complex work-related issues. Maintain records and prepare reports for supervisor on staff progress as deemed necessary.Duty 2General Summary:Percentage:30Responsible for auditing and entering payments into the SIGMA accounting system.? Acts as liaison with outside individuals/offices asking for information regarding payment processing.Maintain clear and accurate procedures for Payment Processing Unit processes.Individual tasks related to the duty:Analyze and review policy, and process changes to ensure compliance with internal controls, and to determine the impact on the accounting and payment processes within the Unit/Section. Recommend and integrate required procedural changes. Identify problem areas in procedural guidelines, documenting changes to assure compliance with internal controls requirements. Payments are received from DHHS central and local office locations and program areas. Analyze, review and maintain control over payment vouchers received. Analyze, design and prepare proper supporting documentation such as financial spreadsheets reflecting such items as accounts payable and prior year payments. Provide consultation and information regarding proper procedures, rules and regulations. Analyze and prepare necessary adjustments to official accounting records.Duty 3General Summary:Percentage:20Perform additional accounting related tasks.Individual tasks related to the duty:Monitor incoming workflow to ensure fiscal years are properly identified. Monitor appropriation accounts that have insufficient funds, ensuring adequate funds remain to cover ongoing expenditures. Advise and enforce to central and local office locations and program office staff, the processes that need to be followed during the transition period between fiscal years. Respond to inquiries from vendors including state employees, non-state employees, clients, providers, other Agency staff, etc. regarding status of payments, interpretation and clarification of policy guidelines, and other accounting issues. Reissue warrants that were returned undeliverable, never received by payee or issues for an incorrect amount. Research origin of payment Request stop payment through Treasury, if required Document reissuance of original authorization, ensuring maintenance of proper audit trail. Reauthorize replacement warrant. Follow-up to ensure original warrant is cancelled by Department of Treasury. Analyze and reconcile accounting financial and expenditure reports, view batch headers including budgetary, revenue, expenditure, disbursement, journal vouchers, payroll, companion and system generated financial transactions. Ensure errors are identified and properly corrected, transactions are released, revenue recorded and payments are generated in connection with problem batches. Determine proper application of guidelines to specific transaction situations as required.Duty 4General Summary:Percentage:5Other duties as assigned.Individual tasks related to the duty:Perform duties as directed by management. Analyze and reconcile accounting financial and expenditure reports as assigned.Represents the department by attending state-wide meetings to identify areas needing improvement in the current system. Assists in identifying solutions. Researches proposed solutions and identifies problems and/or benefits of each by reviewing transactions and various DAFR reports in a test environment. Reviews final solutions. Makes recommendations to the committee and/or management based on research and review. Develops department level guidelines to implement the changes to the accounting system.Duty 5General Summary:Percentage:5Pre-audits financial documents to evaluate record completeness and ensures proper controls in accordance with generally accepted accounting principles on various unique payment types. Interprets state and department policies and procedures to determine correct payment amounts.Individual tasks related to the duty:??Reviews financial documents to ensure records are complete and follow appropriate accounting and internal control guidelines. Reviews invoices and payment vouchers for complete information and correct amounts. Assures proper documentation has been received and that all documents are in agreement before processing. Posts documents, as necessary, into the accounting system. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Assessments of less experienced staff needs.? Assign routine work and identify routine work priorities of lower level staff.In addition, decisions are made continually on appropriateness of charges included in the accounting and financial processes with the Accounting Division.? These decisions affect the accuracy of Department accounting records and assist in safeguarding the limited financial resources of the Agency.? Corrections to accounting coding are made as problems are identified.? These determinations are the result of coordination of general knowledge and solicited input from other appropriate accounting and program sources.17. Describe the types of decisions that require the supervisor's review. Deviations from compliance with Department policy and procedure and generally accepted accounting practices; changes in systems and processes.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 effort required in an office environment, such as continual use of the computer, sitting, squatting, and phone contact, etc.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.NAMECLASS TITLENAMECLASS TITLELori Haruska Account Tech Lisa Parks Account Tech Matthew Schrauben Account Assistant Teresa Foster Account Assistant Amy Smith Account Assistant Sabrina GroverAccount Assistant Taylor Smith Account Assistant Sasha Jones Account Assistant Chelsea Wells Account Assistant Brianna SchmittAccount Assistant Additional SubordinatesCURRENTLY 2 VACANT POSITIONS 20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):NComplete and sign service ratings.YAssign work.NProvide formal written counseling.YApprove work.YNApprove leave requests.Review work.NApprove time and attendance.YProvide guidance on work methods.NOrally reprimand.YTrain 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?Position functions as lead worker to review and assign work to lower level staff and provide staff daily guidance under the direction of the supervisor.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?The work area processes all payments and associated accounting processes, and handles incoming payment inquiries for the Department-defined accounting processes, ensuring that necessary accounting rules and regulations are maintained for the Department.? This area acts in advisory capacity to all processing local and central office locations.? This position supports the supervisor to provide daily guidance to lower level staff and to review and assign work under the supervisor’s direction.26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Education typically acquired through completion of high school.EXPERIENCE:Accounting Technician 10Four years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician 9 or two years equivalent to an Office Supervisor with a subclass code of BKPS.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of the State of Michigan accounting system, accounting procedures, practices, methods, techniques and terminology; knowledge of automated accounting systems; knowledge of business management practices and common techniques used in locating errors; ability to analyze financial records in ascertaining facts; ability to assemble and compile data and prepare financial and statistical reports; ability to communicate effectively and maintain appropriate favorable public relations..CERTIFICATES, LICENSES, REGISTRATIONS:NoneNOTE: 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.Appointing 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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