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State of MichiganCivil Service CommissionPosition Code1. FINAMGR3A53NCapitol 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/AgencyBUREAU OF STATE LOTTERY3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Administration 4. Civil Service Position Code Description10. DivisionFinancial Manager-3Financial Gaming Services5. Working Title (What the agency calls the position)11. SectionAccounts Receivable Manager6. Name and Position Code Description of Direct Supervisor12. Unit7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkTHOMPSON, KRISTI; STATE BUREAU ADMINISTRATOR101 E. Hillsdale, Lansing, MI / 7:45 am - 4:45 pm, Monday - Friday14. General Summary of Function/Purpose of PositionThis position provides professional financial expertise in a highly complex work area, including oversight and management of Lottery Gaming System which generates $3.2 billion in operating revenue yearly. This position provides management oversight and authorization of approximately 11,000 Lottery retailer weekly billings netting over $20 million in revenues per week.? In addition, this position provides oversight over retailer sales adjustments, ticket inventory management, the Lottery Retailer Website, Lottery Retailer and Chain financial reporting, and Terminal Minimum Programs.? In addition, this position oversees the Lottery collection programs, including referring debts to the Department of Treasury, performing retailer credit evaluations and provides retailer EFT account management. Further, this position provides management oversight over the Lottery’s internal financial reporting system, Great Plains, which includes routine vendor maintenance and biennial upgrades15. 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:45This position provides professional expertise and managerial oversight over the complex Lottery Enterprise Series (ES) and NeoSphere gaming systems including the reconciliation and balancing of all daily and weekly lottery sales and wager transactions including retailer sales adjustments.? The Lottery generates approximately $3.2 billion in operating revenue yearly basis.? This position also provides oversight of complex financial and inventory control aspects, including instant game credit limits on a global and individual retailer basis. Provides managerial oversight of Instant, Pull-tab, Insta-tab game closures and their respective game-end reconciliations.Individual tasks related to the duty:Provide oversight for reconciliation and balancing of all daily/weekly sales and wager gaming system transactions which generates $3.2 billion in revenue yearly.Monitor retailer gaming adjustments. Assuring that adjustments are accurate, appropriate and timely.Oversee analysis of returned instant and on-line game ticket adjustment requests for instant tickets, on-line tickets, stolen tickets, and ITVM tickets.? This has an immediate impact on bureau revenue.Review and oversee financial and inventory control aspects, including instant game credit limits on a global and individual retailer basisOversee the weekly retailer settlement and release to JP Morgan Chase and Department of Treasury for the disbursement and collections of retailer settlements netting over $20 million per week.Oversee the weekly iLottery settlement to NeoPollard for iLottery sales that net $1.8 million and commissions over $300K..Analyze, evaluate and interpret business policies and rules as they impact the gaming system to determine proper action to be taken. Recommend policy changes as needed. ?Provide advice and direction to other lottery staff, gaming system vendor staff, and retailers concerning the reporting and interpretation of financial and inventory data maintained in the gaming system.Conduct employee performance reviews based on close review of employee work.Duty 2General Summary:Percentage:20This position provides professional managerial expertise and oversight over the Lottery retailer and charitable gaming collection programs. Provides oversight of the Retailer EFT account management.? Provides oversight of retailer and iLottery final billing settlements and inventory recovery for closed or delinquent retailers.? Makes recommendations for developing receivable policies, procedures, rules, and regulations.Individual tasks related to the duty:Implement and oversee bureau policy regarding delinquent account activities for 11,000 retailers and Charitable Gaming suppliers.?Handle activities in the most complex cases, under stressful conditions. Closely monitor retailers and provides oversight for follow up.Assure final settlements are prepared timely and accurately.?Monitor that retailers are contacted timely regarding final amounts due and all inventory is recovered. Approve and post final settlement adjustments. Review and approve security bond refunds to retailers. Review and approve delinquent retailer accounts referred to Treasury and the Attorney General for collection. Establish priorities for delinquent accounts and monitor retailer follow up. Oversight of EFT program for gaming system. Monitor timeliness, accuracy and adequate documentation for all changes and purges. Ensure integrity of EFT program by confirming all procedures are closely followed. Verify compliance with Michigan Automated Clearing House Association (MACHA) rules.Duty 3General Summary:Percentage:10Provide management and oversight over the weekly Charitable Gaming ticket supplier and Charitable Gaming Ticket Vending Machine (CGTVM) weekly billings including monitoring charitable gaming license revenue.? This task also provides management and oversight over the airport collections and annual audit as well as the Lottery Mobile Retail Outlet (MRO) that is used at different events throughout the year to increase sales.Individual tasks related to the duty:Review and approve all Charitable Gaming ticket supplier generated invoices including review and approve all related entries into Great Plains for CG Accounts ReceivableSubmit the weekly Diamond Game invoice file to Treasury for CGTVM billings so entities can pay online.Routinely monitor Charitable Gaming Aged History reports for delinquent accountsCommunicate with the Charitable Gaming Division for respective write-offs of uncollected accounts.Reconcile the Detroit airport and MRO revenue collections to ensure inventory is being closely tracked to prevent fraud or theft.Plan, develop, and perform the annual airport audit and make recommendations as needed for improvement to secure inventory and prevent loss or theft.Duty 4General Summary:Percentage:10Oversee and manage review and analysis of retailer credit evaluations for licensure as new Lottery retailers.?Individual tasks related to the duty:Oversee review and analysis of retailer’s personal and business, TransUnion and Experian credit histories. Review public debt, bankruptcy, and negative credit items of most complex cases that would pose a financial risk to the bureau.Apply bureau policies and procedures to new credit evaluations. Review analysis of back up documentation to recommend licensure, licensure with bond or denial of license, based on evaluation. Verify bond amount calculation if bond is required. Substantiate and provide support of recommendations to retailers and management in retailer appeal cases.Duty 5General Summary:Percentage:5Monitor Gaming Chain Activities and Retailer WebsiteIndividual tasks related to the duty:Oversee reporting and management of new and existing retailer chain accounts and the Lottery Retailer Website.Ensure information requests regarding accounting and reporting issues for chains and chain reports are provide timely.?Monitor new Lottery Retailer Website is updated accurately.?Assure required website report changes are completed accurately and testing is thorough and complete.Duty 6General Summary:Percentage:5Great Plains system maintenance and biennial upgrade coordinator including closing sales journals at year end and performing the annual general ledger rollover once the financial audit has been completed. Individual tasks related to the duty:Coordinate annual Great Plains system upgrades by researching system changes for impact on process flows and procedures.Close out monthly financial reporting periods after monthly financial statements have been completed.Close sales journals as of 09/30 each year.Perform the system general ledger rollover at fiscal year-end once audit is completeEvaluate system updates needed and make necessary recommendations to management.Notify all users of system upgrades.Schedule user training and ensure customization reports are upgraded.Document problems and upgrade procedure. Work with vendors for appropriate billing. Coordinate system upgrade with bureau staff to ensure timely reporting. Verify reports and perform end-to end transaction testing to ensure customizations are not impacted by upgrade. Duty 7General Summary:Percentage:5Direct and evaluate receivable unit staff and participates in the development, interpretation, evaluation, and recommendation of receivable policies, procedures, rules, and regulations for the effective operations of Lottery programs.? Individual tasks related to the duty:Develop accounts receivable policies and procedures for the Unit in accordance with those from the State of MichiganReview and provide comment on new Lottery policies and procedures Develop procedures for new electronic receipting programs implemented by the department.Review and approve accounts receivable staff desk procedures for tasks assigned. Perform annual performance evaluations to staff and provide feedback and support on complex issues and problems.Analyze work and process flow of staff. Recommend improvements, new controls and eliminate inefficiencies.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Decisions are made regarding the accuracy of:? daily gaming system balancing for amounts owed to the Bureau, retailer sales adjustments and retailer bond calculations.? Also, decisions regarding the reasonableness of gaming inventories, outstanding reconciling items in receivable accounts; credit reviews and analysis performed on new and existing retailers, and weekly EFT amounts owed to the Bureau; and analysis of the retailer terminal daily terminal limits. Also, routine decisions are made regarding daily staff supervision and management oversight.17. Describe the types of decisions that require the supervisor's review. Because of the complex new integrations and interfaces within the gaming systems and/or internal accounting systems, decisions that impact other areas of the office and other divisions must be reviewed by my supervisor.? These would include the implementation of new gaming and inventory programs as well as accounting system and/or gaming system updates.? Implementing new forms of receipting such as ACH and/or credit and debit card acceptance would need supervisor review.? Additionally, my supervisor reviews decisions that affect other employees within the Unit as well as complex supervision issues.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.Work is performed in a standard office setting; requiring sitting, standing, working at a computer and lifting less than 25 lbs and will require occasional travel.? There are times when working beyond normal work hours may be required.?? 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 TITLEAdditional 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?This position provides oversight and direction to technical and professional staff for the bureau in a complex work area, including management and oversight of revenues generated from the Lottery gaming systems known as Enterprise Series (ES) and Neosphere for iLottery sales which combined generate approximately $3.2 billion in operating revenue yearly.? This includes authorization of weekly sales transactions, analysis of 11,000 retailers’ financial sales adjustments and final retailer ?weekly settlements, Lottery Retailer Website, Lottery Retailer and Chain reporting,? In addition, this position oversees the Lottery retailer credit evaluations, retailer EFT accounts management. Further, this position provides oversight of needed routine maintenance, closing the sales journal and general journal annually as well as implementing bi-annual Great Plains system upgrades.? This position provides feedback and support to staff with complex problems.? Also, assuring compliance with the State of Michigan for collection and EFT policies and procedures that are governed by Michigan Automated Clearing House Association's (MACHA) rules.? 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.This position has changed since the last time it was reviewed as the payable functions have been removed such as pending claims management and retailer incentive programs.? However, new Bureau programs have been implemented which impact this position now such as iLottery and CGTVM for charitable gaming.? New payment forms are now being used such as electronic check and credit cards for some Lottery and charitable gaming revenue streams which impact the duties of this position.? Also, Self Service machines are now located within the Detroit airport terminals, so revenue and audit processes have been implemented and managed by this position to lower the risk of fraud or theft. 25. What is the function of the work area and how does this position fit into that function?This work area is responsible for all financial gaming functions within the Bureau.? This position is a liaison to over 11,000 licensed retailers; responsible for adherence to IRS reporting of sales and depositing regulations; oversight of the Lottery Retailer Website and the Lottery Retailer and Chain reporting, This position provides oversight and direction to technical and professional staff for the Bureau in a complex work area, including financial management and oversight of Lottery gaming systems; authorization of ?EFT weekly sales transactions including billing adjustments and final weekly settlements; In addition, this position oversees the Lottery retailer credit evaluations, and retailer EFT account management. Further, this position is responsible for routine maintenance and bi-annual Great Plains system upgrades.? This position provides feedback and support to staff with complex problems.? Also, assuring compliance with the State of Michigan for collection and EFT policies and procedures that are governed by Michigan Automated Clearing House Association's (MACHA) rules.? 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 Manager 13 - 15Four 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 the application of data processing and terminology as it applies to maintaining financial data.Ability to collect, organize and interpret financial data.Ability to effectively communicate with others.Previous supervisory experience desirable.CERTIFICATES, LICENSES, REGISTRATIONS:None required.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.SupervisorDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to the statements of employee or supervisors.Position establishment due to organizational restructuring to create better operational efficiency.I 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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