CS-214 Position Description Form



CS-214Rev 11/2013Position CodeFINSPL2State of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete this form 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)Bureau of State Lottery4.Civil Service Position Code Description10.DivisionFinancial Specialist-2 (13)Administration5.Working Title (What the agency calls the position)11.SectionBudget Officer6.Name and Position Code Description of Direct Supervisor12.UnitNatalia Tiemann, Assistant Administrator7.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkKristi Thompson, State Bureau Administrator101 E. Hillsdale, Lansing, MIMonday through Friday 7:45am-4:45pm14.General Summary of Function/Purpose of PositionServe as administrative and budget officer for the Michigan State Lottery (MSL). Oversee the development of over $30 million appropriated budget and appropriation processes, oversee administrative reporting requirements, develop financial oversight and monitoring strategies, annual sales forecasts totaling over $3 billion, jackpot forecasts which have exceeded $500 million, expense forecasts, and other special projects. The position advises and assists the Assistant Administrator and Deputy Commissioner in all areas of responsibility, including highly complex financial and administrative programs of significant importance to the MSL.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 of Duty 1% of Time 40Develop and monitor over $30 million-dollar budget for the MSL.Individual tasks related to the duty.Prepare budget documents for the annual appropriated $30 million budget in accordance with the budget cycle.Develop information for presentation at legislative budget hearings.Develop and monitor various internal budgets at the detail level utilizing internal accounting systems and methods.Prepare weekly unaudited financial statements by collecting and consolidating financial data from various systems. This also includes comparing budgeted, actual and projected data.Advise Assistant Administrator and Deputy Commissioner of variances and anomalies which may cause budget shortfalls by monitoring various expenses and budget activity using internal accounting system, State of MI accounting system and other applications.Advise management of funds availability for new programs.Liaison with legislative staff, State Budget Office, Department of Treasury, and fiscal agencies staff regarding budget and unaudited financial statements.Monitor and reconcile payroll expenditures and track FTE count.Monitor DTMB budget and direct agency charges, including review, approval and reconciliation of monthly DTMB bills.Duty 2General Summary of Duty 2% of Time 40Prepare sales forecasts and set jackpots.Individual tasks related to the duty.Prepare MI sales forecast twice a week, or as needed, for Mega Millions jackpot (which sometimes exceeds $500 million) in order to establish the advertised jackpot level used by the states involved in the Mega Millions game.Represent MSL in Mega Millions conference call meetings with the other state's Finance Committee members in order to establish the advertised Mega Millions jackpots.Provide recommendation to develop Commissioner's viewpoint in Mega Millions jackpot voting when Commissioner is not present on calls.Prepare over $3 billion in MSL sales forecasts and net to School Aid Fund (SAF) projections used for reporting to the State Budget Office (SBO), Fiscal Agencies, and the biannual revenue conferences. Analyze trends in each game and use the Market Plan in developing forecasts. Monitor and set jackpot levels for other jackpot games, such as Fantasy Five and Classic Lotto.Duty 3General Summary of Duty 3% of Time 20Conduct special projects and other miscellaneous duties as assigned by the Assistant Administrator and Deputy Commissioner.Individual tasks related to the duty.Oversee the MSL's Biennial Internal Control Evaluation (ICE) functioning as the Internal Control Officer. Assist Assistant Administrator with coordinating NASPL and LaFleurs surveys, including research, compile, and prepare responses.MSL financial Liaison with the National Association of State and Provincial Lotteries (NASPL) and other state Lotteries.Oversee the Good Government State Employee Engagement Survey functioning as the Good Government Officer. Collect and analyze survey results to assist Assistant Administrator and Deputy Commissioner with development and monitoring of the Survey Action Plans.Produce ad hoc reports utilizing various systems including the gaming vendor system, internal accounting system, internal retailer and sales databases, and various reporting tools.Monitor Installment Prize System and ensure it is in balance with the general ledger.Assist with other projects involving Accounting, Procurement, and Facilities Management as needed. Duty 4General Summary of Duty 4% of TimeIndividual tasks related to the duty.Duty 5General Summary of Duty 5% of TimeIndividual tasks related to the duty.Duty 6General Summary of Duty 6% of TimeIndividual tasks related to the duty.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.Decisions on how program changes will impact the current more than $30 million budget and upcoming budget development. This could influence the level of funding allocated to various expenditures. Decisions as to the appropriateness of an expenditure. This involves payments going to vendors, retailers, other agencies, and other states. Decisions on what to establish as a forecast for Mega Millions sales. This impacts the announced jackpots for Mega Millions which can exceed $500 million and could impact relations with other Mega Millions states if not properly forecast. Decisions on what factors to include as impacting long-term sales forecasts which exceed $3 billion per year. This could influence the accuracy of forecasts released to the legislative fiscal agencies. These forecasts are used by the fiscal agencies in setting the state budget revenue estimates. Decisions regarding adjustments needed to over $575 million in installment prize accounts. This could impact payments sent to Lottery winners.17.Describe the types of decisions that require the supervisor’s review.When responding to business situations impacting lottery staff from other divisions such as program implementation issues, are of the most sensitive nature, the integrity, credibility of the lottery and that may exceed budgetary guidelines.18.What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Duties are typically completed in a standard office environment with physical exertion of some bending, stooping, sitting, moderate lifting of less than 25 lbs. and extensive computer use. Occasionally may be required to travel including overnight stays. 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. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLE20.This position’s responsibilities 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.22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why?Yes.23.What are the essential functions of this position?Essential duties include participating in budget development, forecasting sales and revenue, financial research and report preparation, preparing jackpot forecasts, reconciling and analyzing account balances, and completing other special projects as assigned.24.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.This position is a new position establishment. 25.What is the function of the work area and how does this position fit into that function?The function of the Administration Division is to provide support for the gaming activities of the MSL to maximize revenues for the citizens of Michigan consonant with the public good. This position is primarily responsible for the budget, financial forecasts, and financial oversight and analysis. 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 with at least 24 semester (36 term) credits in one or a combination of the following: accounting, finance, or economics.EXPERIENCE:Financial Specialist 13 - 15Four years of professional experience equivalent to a Financial Analyst; including two years equivalent to a Financial Analyst P11, Accountant P11, or Auditor P11 or one year equivalent to a Financial Analyst 12, Accountant 12, or Auditor 12KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of the principles and practices of budgeting, forecasting, research, and analysis.Knowledge of finance and accounting techniques and principles.Excellent mathematical skills are required.Ability to analyze and evaluate a variety of data for use in program development and analysis.Ability to organize, evaluate, and present information effectively.Ability to interpret laws, rules, and regulations as they relate to Lottery issues.Proficiency in a variety of computer applications including Word, Excel, SIGMA, etc.Knowledge of accounting systems and ability to learn and utilize new computer systems quickly is vital.CERTIFICATES, LICENSES, REGISTRATIONS:NoneNOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for 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. Supervisor’s SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to statements of the employee(s) or supervisors.I certify that the entries on these pages are accurate and complete. Appointing Authority SignatureDateTO BE FILLED OUT BY EMPLOYEEI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee’s SignatureDateNOTE: Make a copy of this form for your records. ................
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