PDReport .us



State of MichiganCivil Service CommissionPosition Code1. DEPTALTAA90YCapitol 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/AgencyMDHHS-DPT OF HUMAN SVC CNTL OF3. Employee Identification Number9. Bureau (Institution, Board, or Commission)BUREAU OF GRANTS AND PURCHASING (BGP)4. Civil Service Position Code Description10. DivisionDepartmental Analyst-9-P11GRANTS5. Working Title (What the agency calls the position)11. SectionDEPARTMENTAL ANALYSTFINANCE6. Name and Position Code Description of Direct Supervisor12. UnitEL-SHAER, IHAB M; STATE ADMINISTRATIVE MANAGER-17. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkHENSLER, JEANETTE G; STATE DIVISION ADMINISTRATOR235 S. GRAND AVE., SUITE 1201, LANSING, MI 48933 / M-F/ 8-5PM14. General Summary of Function/Purpose of PositionThis is an analyst position for the overall administration of the Procurement Card Program (PCard) for the Michigan Department of Health and Human Services (MDHHS). This position determines if PCard activities are allowable and compliant with department policies, and state guidelines. This position is responsible for processing new account applications and current account maintenance for PCards. This position is responsible for seeking pre-approvals from the statewide PCard Administrator for any urgent PCard requests and for seeking temporary or permanent exemptions to spending limitations. This position conducts PCard transaction audits on a regular basis to ensure sampled transactions are in adherence with PCard policies and procedures. This position is the primary contact with PCard holders and program offices to answer PCard related questions. This position provides periodic training to program offices and business service centers (BSCs) related to the PCard program. This position is the primary liaison with other bureaus such as Budget and Accounting with respect to the PCard financial coding in the Statewide Integrated Governmental Management Application (SIGMA). This position will handle all related urgent PCard requests and other duties as they emerge. This position will run queries from multiple data sources and craft meaningful reports. This position will assess current PCard processes and procedures and recommends improvements accordingly. This position will assist in maintaining and updating residential and adoption foster care information into the Michigan Statewide Automated Child Welfare Information System (MiSACWIS) and into other data systems including spreadsheets. 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:65Administer the department wide?procurement card (PCard) program for the Michigan Department of Health and Human Services (MDHHS).Individual tasks related to the duty:Prepare reports from the PCards issuing bank for PCard activities reconcilement;? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?Review, approve, and process new account applications;? Maintain supervisor and cardholder agreements on file, and ensure only one authorized user per card;Communicate timely with the statewide PCard Administrator with issues and requests related to the PCard program;Ensure overall internal control with respect to the roles of the PCard holder and the PCard activities approver as transactions occur and are approved by PCard supervisors;Apply sound judgement when requesting from the statewide PCard Administrator a temporary or permanent exemption to single transactions spending limit from the statewide Procurement Card Administrator and maintain record of approvals received;Maintain a current list of PCard holders and their supervisors, and verify current card holders on a regular basis (at least annually);Work with the BGP management team to review PCard related transactions spend and make recommendation for contract possibilities;Ensure compliance with all personal service (CS-138) reporting for services related to PCard transactions;Promptly communicate information pertaining to the PCard program to cardholders and their respective supervisors;Coordinate travel cardholder transactions with Accounts Payable travel reimbursement area to ensure duplicate payments are not made;Work with other bureaus such as Budget and Accounting regarding PCard financial coding in the Statewide Integrated Governmental Management Application (SIGMA);Understand the critical and urgent nature of the PCard program, and prioritize the daily work and other requests accordingly;Interpret guidelines, executive orders and regulations related to the PCard program, then recommend to management appropriate course(s) of action.Duty 2General Summary:Percentage:25Conduct PCard transaction cycle audits on a regular basis to ensure sampled transactions are in adherence with the policies and procedures.Individual tasks related to the duty:Independently conduct PCard audit to assess and ensure there are established internal control measures to minimize risk associated with the PCard program;Work diligently to identify unauthorized PCard transactions, work with cardholders and supervisors to rectify such transactions, and develop corrective action plan(s) to ensure compliance with the PCard policies and procedures;Conduct all PCard related audit matters and recommend solutions to the BGP management accordingly;Use sound judgment in sampling and examining PCard transactions to ensure the overall activities are allowable and compliant with PCard policies, and state guidelines;Identify unauthorized transactions or missing documents related to PCards activities, or any missing information related to PCard purchases;Request any missing information related to PCard purchases from the PCard holder, and if requests are not met, escalate the request to the PCard holder’s direct supervisor;Prepare and send follow-up letters citing inappropriate transactions and requesting justification and supporting documentation, and develop corrective action plan(s) to ensure compliance to the PCard policies and procedures;Communicate on a timely basis with the Finance Section Manager and the cardholder’s supervisor any issues or missing information or aberrations related to PCard usage to determine the corrective actions necessary;Independently respond to all audit requests related to the PCard program.Duty 3General Summary:Percentage:10Special projects and other duties as assignedIndividual tasks related to the duty:Recommend the need for and proposed action(s) when necessary to resolve problems or in response to new requirements of new legislations;Serve as liaison with clients and representatives of private businesses, state and/or federal agencies, and other county departments to coordinate special projects, provide specified contractual services;Represent the department in the development of, or change in, programs and regulations, and gather information and insight for use in assigned studies or management decisions;Assist in maintaining and updating residential and adoption foster care information into MiSACWIS and into other data systems including spreadsheets;Research legal ramifications of proposed changes to agreement general provisions;Provide technical advice and assistance to executive management and program staff for new and innovative project initiatives, which require research and out-of-the-box thinking;Update policies and procedures as necessary;Crosstrain with other Departmental Analysts within the Finance Section of the Grants Division to ensure business continuity;Assist management and other team members as needed;Use independent judgement to carry out assignments that have significant impact on services or programs;Interpret guidelines and regulations, then recommend appropriate course(s) of action to the management team; Serve as a representative of the Bureau of Grants and Purchasing and recommend alternative state and departmental approaches to address and resolve issues and problems as soon as they emerge;Work as an effective change agent who demonstrates a can-do attitude with a broad skill set and influences change in the BGP, particularly as new initiatives emerge;Serve as a team member within the Bureau of Grants and Purchasing to make sense of all related PCard matters;Works synergistically with other Departmental Analysts to exchange experience/background to help during peak season;Identify process improvement opportunities and implement solutions to gain efficiencies; Serve as a professional department representative at various meetings, conferences, and workshops;Other related work as assigned16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Decisions require compliance with PCard holder’s and supervisor’s manuals, overall department policies and procedures;Decisions for seeking prior approvals for any urgent PCard requests and for seeking exemptions to spending limitations for PCard holder;Decisions require extensive research and out-of-the-box thinking to accommodate urgent requests;Decisions regarding meeting short deadlines, daily workloads, and time management;These decisions will have an impact on the PCard holders and their supervisors; program offices and business service centers; end-users or targeted recipients who may be affected by denying or delaying PCard transactions.17. Describe the types of decisions that require the supervisor's review. Issues may be politically sensitive;Issues require expert legal opinion;Issues remain unresolved over an extended period of time;Issues have unusual or extenuating circumstances.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 office environment with some travel is required.? A normal work day consists of long periods of sitting with the majority of time spent working with a computer.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 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 is an analyst position for the overall administration of the Procurement Card Program (PCard) for the Michigan Department of Health and Human Services (MDHHS). This position determines if PCard activities are allowable and compliant with department policies, and state guidelines. This position is responsible for processing new account applications and current account maintenance for PCards. This position is responsible for seeking pre-approvals from the statewide PCard Administrator for any urgent PCard requests and for seeking temporary or permanent exemptions to spending limitations. This position conducts PCard transaction audits on a regular basis to ensure sampled transactions are in adherence with PCard policies and procedures. This position is the primary contact with PCard holders and program offices to answer PCard related questions. This position provides periodic training to program offices and business service centers (BSCs) related to the PCard program. This position is the primary liaison with other bureaus such as Budget and Accounting with respect to the PCard financial coding in the Statewide Integrated Governmental Management Application (SIGMA). This position will handle all related urgent PCard requests and other duties as they emerge. This position will run queries from multiple data sources and craft meaningful reports. This position will assess current PCard processes and procedures and recommends improvements accordingly. This position will assist in maintaining and updating residential and adoption foster care information into the Michigan Statewide Automated Child Welfare Information System (MiSACWIS) and into other data systems including spreadsheets. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.There were no major changes to the position description since last reviewed. Due to the departure of the current PCard Admin, there were slight tweaks to better define the role and outline its duties and assignments accordingly based on the current staffing levels. Thus, the overall duties and responsibilities aforementioned are more reflective and encompassing of the day-to-day role of PCard Administrator.?25. What is the function of the work area and how does this position fit into that function?The Department of Health and Human Services (MDHHS) is the largest agency in the state government, with over 15,000 employees and an annual budget of approximately $25 billion. The Bureau of Grants & Purchasing, Grants Division is responsible administering a variety of grants and other agreements for the entire department. This position is primarily responsible for the PCard administration for MDHHS (approximately 450 active cards). This position assumes diverse tasks and responsibilities related to the PCard administration. This position is responsible for the activities associated with new project initiatives, highly time-sensitive requests, projects that require extensive research, projects with a large statewide impact, projects that have many stakeholders, including other ad hoc services projects assigned to BGP.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 Analyst 12Three years of professional experience, including one year of experience equivalent to the experienced (P11) level in state service.KNOWLEDGE, SKILLS, AND ABILITIES:Knowledge of laws, rules and policies pertaining to contractual agreements, preferably in the state government;Ability to analyze, synthesize, and evaluate a variety of data to make sense of information;Ability to meet pre-established and short deadlines while maintaining exemplary customer relations;Provide excellent service standards, respond efficiently to client inquiries and maintain high client satisfaction;Experience in public speaking and in delivering training;Proficiency in Microsoft Office Suite namely, Word, Outlook, OneNote. Intermediate and advanced Microsoft Excel proficiency is preferred.CERTIFICATES, LICENSES, REGISTRATIONS:N/ANOTE: 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.N/AI 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 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download