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State of MichiganCivil Service CommissionPosition Code1. Capitol 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 Services3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Finance and Accounting4. Civil Service Position Code Description10. DivisionAccountant 12Revenue Operations Division5. Working Title (What the agency calls the position)11. SectionAccountant 12Medicaid Federal Reporting Grants6. Name and Position Code Description of Direct Supervisor12. UnitJessica Tindall, State Administrative Manager 157. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkCarol O’Callaghan, State Division Administrator 17235 S Grand Ave, Grand Tower Building, Lansing, MI 48933 / Monday – Friday 8:00 am – 5:00 pm14. General Summary of Function/Purpose of PositionThis position functions as a senior level accountant within the Bureau of Accounting and Finance, Department of Health and Human Services, Revenue and Federal Reporting Division. The accountant will reside within the Medicaid Federal Reporting Section working on complex Medicaid and Children’s Health Insurance Program (CHIP) grants, which total $16.2 billion in fiscal year 2018.This accountant is a resource to the grant management team and makes recommendations on how to respond to special non-routine circumstances. The position has grant financial management responsibilities associated with various federal, state and private grant programs. Some obligations include cash management, maintenance of the SIGMA based grant accounting structures, financial reporting activities and year end closing duties.This position will have regular assignments involving great complexity of federal grants and will work with a team of accountants to perform required tasks.This position analyzes on-going program operations and recommends modifications of policies and procedures to achieve greater efficiency and effectiveness.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:55This position serves as a recognized resource responsible for official accounting records; independent draws of federal funds; preparing necessary federal status and expenditure reports; and properly accounting for federal grant revenues and expenditures.? This may include highly complex grants with multiple coding and reporting requirements.Individual tasks related to the duty:Generate and review financial reports filed within the SIGMA accounting system.Analyze reports to obtain information for cash draws from financing agencies (in accordance with the Federal Cash Management Improvement Act).Prepare required financial reports, (e.g. SF-269s Financial Status Reports; Schedule of Federal Financial Assistance).Prepare journal vouchers to properly account for grant revenues and expenditures.Perform complex reconciliations and analysis to ensure transactions are posting correctly, and the financial reporting is accurate.Set up accounting for any new changes impacting the programs.Extract queries through Web Intelligence including detailed revenue and expenditure information for all expenses within each appropriation.Analyze and validates costs to ensure they are assigned to the correct grand and funding source, determine if corrections are needed and process corrections via entry of journal vouchers in SIGMA.Research lengthy and complex federal guidance to ensure reporting compliance by program.Prepare financial reports for the program on a quarterly basis. Enters complex and lengthy information regarding federal and non-federal expenses into multiple reporting systems for federal approval requiring an intricate understanding of SIGMA screens, Web Intelligence and all matching percentages related to federal grants. Respond to inquiries from external agencies and departmental staff on detail issues associated with the reports.Respond to and assist program management with any questions and concerns.Keep abreast of SIGMA changes, updates, coding, job aids and continuous improvements. Extract and reviews query results to calculate and process the bi-weekly drawdowns of federal funds for multiple federal grant programs by reviewing detailed Web Intelligence queries based on grant expenditures. Duty 2General Summary:Percentage:20Maintains an appropriate accounting structure for various complex grant programs utilizing SIGMA together with the department's subsidiary systems. This includes complex grant coding and reporting requirements. Individual tasks related to the duty:Propose the accounting structure and related SIGMA data/coding for newly assigned pare and analyzes considerable financial data form various department grant accounting systems with the SIGMA system and investigates discrepancies.Prepare complex corrections related to one or multiple errors or reclassifications from reconciliations via entry of journal vouchers in SIGMA.Monitor and maintain the accounting structure that has been developed for assigned grant programs. Periodically meet with department staff to review financial and program needs. Recommend structural enhancements which will assist in the overall administrative and accounting control of these programs. Duty 3General Summary:Percentage:20Independently prepares special analysis of financial data, research grant compliance requirements; and assist in the annual financial close of the department's accounts.? This includes the complex Medicaid SEFA and closing of all coding variances for multiple appropriations and funds.Individual tasks related to the duty:Prepare special financial reports. Research laws, rules and regulations associated with the administration of grant programs. Assist in the fiscal year-end closing of assigned grant programs and the overall departmental accounting structure.Interface with appropriate staff, managers and directors of the various bureaus to resolve, develop and implement required changes.Document procedures for activities, analysis and plete and analyze considerable financial data from various department grant accounting systems with the SIGMA system and investigates discrepancies. Complete tasks at year-end to close out the department’s books including establishing encumbrances, accounts payable, accounts receivable, interagency transaction entries, journal voucher indirect cost revenues to fund specific expenditures within grants and close all federal grants in SIGMA as well as prepare SEFA reconciliation worksheet for each federal grant.The accountant is responsible for establishing entries to record account receivable balances owed to the state from federal agencies at year-end.Duty 4General Summary:Other duties as assigned.Other duties as assigned: Percentage: 5Research complex projects required by auditors.Research complicated federal and state regulations related to multiple grants. Work on various projects, reports or analysis which are required from the section.Cross train on other various accounting functions.Perform as ‘back-up’ for critical daily functions as needed.May perform other complicated year-end activities as assigned.16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Verification of coding.Appropriateness of transactions requested from other rmation required for creation of specific reports.Decisions affecting various departmental budget and program staff.Daily priority of functions/projects to ensure all deadlines are met.17. Describe the types of decisions that require the supervisor's review. When policies or guidelines are unavailable or unclear.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.This position involves repetitive movements associated with routine computer use.? Sitting for extended periods of time, walking to and from other work stations daily are to be expected. Short deadlines are common and independent judgment is sometimes required to overcome stressful obstacles such as late reports, lack of available information, changes in the State accounting system, etc.? Extra hours are necessary during certain periods of time, especially at year-end closing.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.Additional SubordinatesNone20. 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?Senior level accounting formulating recommendations and responses to non-routine circumstances while delivering the grant financial management duties; including cash management, maintenance of the SIGMA based grant accounting structures, financial reporting activities and year end closing duties. The use of official accounting records to draw federal funds and prepare federal status and expenditure reports, while properly accounting for federal grant revenues and expenditures.? These processes include working with highly complex grants, multiple codes and reporting. Generate, analyze and review financial reports filed within the automated SIGMA accounting system to complete cash transactions. Create reports for departmental approval and respond to inquiries. Prepare journal vouchers to account for grant revenues and expenditures.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.None25. What is the function of the work area and how does this position fit into that function?The function of this work area is to provide the department’s staff support for financial management activities associated with the numerous grant programs which finance the department’s various bureaus, offices, and centers.? The section’s professional staff have delegated responsibilities associated with the grant programs administered by specific organizational units within the department.? This specific position will perform the full range of financial management responsibilities associated with grant programs under the supervision of an experienced accountant.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 with at least 24 semester (36 term) credits in accounting.EXPERIENCE:Accountant 12Three years of professional experience performing or auditing the systematic classification and evaluation of accounting data and the preparation of related financial and managerial reports, including one year equivalent to an Accountant P11.Alternate Education and ExperienceAccountant 9 - 12Possession of a Certified Public Accountant certification (CPA) may be substituted for one year of Accountant P11 experience.ORPossession of a Certified Management Accountant certification (CMA) may be substituted for six months of Accountant P11 experience.KNOWLEDGE, SKILLS, AND ABILITIES:Good personal skills and professional integrity, good organizational skills, ability to communicate effectively with all levels in the organization or outside agencies. High degree of initiative and willingness to assume greater levels of opportunity. Some knowledge of governmental accounting principles, methods, practices, and terminology.? 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.None.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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