CS-214 Position Description Form



|CS-214 | | 1. Position Code |

|REV 08/2007 | | |

| |State of Michigan | |

| |Civil Service Commission | |

| |Capitol Commons Center, P.O. Box 30002 | |

| |Lansing, MI 48909 | |

|Federal privacy laws and/or state confidentiality |POSITION DESCRIPTION | |

|requirements protect a portion of this information. | | |

|This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its |

|accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete|

|the form. |

|This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can |

|since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE |

|THIS PAGE. |

| 2. Employee’s Name (Last, First, M.I.) | 8. Department/Agency |

|Vacant |Michigan State Police |

| 3. Employee Identification Number (omit letters) | 9. Bureau (Institution, Board, or Commission) |

| |Field Support Bureau |

| 4. Civil Service Classification of Position | 10. Division |

|Accounting Technician 10 |Office of Highway Safety Planning |

| 5. Working Title of Position (What the agency titles the position) | 11. Section |

|Accounting Technician 10 |Financial Management Section |

| 6. Name and Classification of Direct Supervisor | 12. Unit |

|Spencer J. Simmons, Accountant Manager 14 | |

| 7. Name and Classification of Next Higher-Level Supervisor | 13. Work Location (City and Address)/Hours of Work |

|Michael L. Prince, State Office Administrator 17 |7150 Harris Drive, Dimondale, MI 48821 |

| |8 a.m. to 5 p.m., Monday – Friday, and as required. |

| 14. General Summary of Function/Purpose of Position |

|This position serves as the accounting technical support at an advanced level for the Fiscal Section, which handles all financial aspects of the federal and |

|state grant programs, purchase orders and invoices within the Office of Highway Safety Planning. Responsibilities include the pre-auditing of complex |

|financial documents, reimbursements, disbursement of funds, maintenance and reconciling of records related to financial transactions and expenditures. This |

|position must be able to work independently in completing complex cost statements, preparing and entering journal vouchers and assisting with year-end |

|finances. This position also serves as the purchasing liaison, division training coordinator, and the Mi-Train liaison for all our division training |

|conferences and courses, purchasing liaison and division training coordinator. |

|For Civil Service Use Only |

| 15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. |

|List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent. |

|Duty 1 |

|General Summary of Duty 1 % of Time 60 |

|Provide financial and technical support for the federal highway safety program at an advanced level. |

|Individual tasks related to the duty. |

|Prepare monthly cost statements for all federal in-house grants from Statewide Integrated Governmental Management Application (SIGMA) reports and Business |

|Intelligence queries. Design and update complex spreadsheets to track fund type, federal program area, and SIGMA coding. Review and analyze costs for |

|appropriateness to the program, utilizing knowledge of federal and state regulations. (1) |

|Proactively identify miscoded expenses and revenues in OHSP accounts through review of SIGMA reports, Business Intelligence queries, and reconciliation of |

|accounts, and prepare and input journal vouchers or other corrective action (2) |

|Enter requests for reimbursement of costs incurred by federal grantees into SIGMA, creating direct vouchers for payment. Provide payment information to the |

|Budget and Financial Services Division. |

|Develop and implement new processes and spreadsheets for streamlining the federal cost reimbursement process. Prepare and process federal reimbursement |

|requests, utilizing the Grant Tracking System (GTS) for National Highway Traffic Safety Administration (NHTSA) payments. Research federal fund request and |

|reporting requirements for special grant funding sources and prepare appropriate documents. (3) |

|Maintain files for all grant payments in grantees’ notebooks, and maintain central filing of GTS requests and direct vouchers. |

|Audit back-up documentation of grantees’ financial reimbursement claims to determine eligibility for payment and the correct fund source according to federal |

|regulations. Work with multiple staff from grantees’ organizations to obtain additional or corrected information when needed. (4) |

|Reconcile SIGMA, the federal grant tracking system, and various complex internally prepared spreadsheets to insure accurate federal and state reporting. (5) |

|Perform year-end close activities, including set-up of receivables in MI-Cars, tracking of liquidation of payables and receivables, monitoring and closing/ |

|liquidation of encumbrances, and reconciling of accounts. (6) |

|Duty 2 |

|General Summary of Duty 2 % of Time 2 |

|Track in-house (direct) expenses for the Office of Highway Safety Planning, review for accuracy and appropriateness, and process payments for the fiscal |

|manager to approve, at an advanced level. |

|Individual tasks related to the duty. |

|Audit invoices, travel vouchers, purchase order draws, and other source documents for accuracy and appropriateness to the federal and state programs. Assign |

|correct coding based on knowledge of federal and state regulations. Maintain Program Code profiles for Division. (7) |

|Enter requested amount as direct voucher in SIGMA or as a draw from an established purchase order. For invoices greater than the delegated authority for the |

|division, provide back-up documentation to the appropriate MSP staff to release in SIGMA. |

|Serve as Division’s liaison with vendors on all payment issues. Assist new vendors with establishment of identification information within SIGMA, in order to |

|receive payment. Contact vendors on any questioned items on payment requests, or for missing information. maintain and update vendor identification lists. |

|Provide financial and technical support back-up for the state grant programs (416 Secondary Road Patrol (SRP) and Truck Safety). |

|Duty 3 |

|General Summary of Duty 3 % of Time 28 |

|Handle procurement-related activities at an advanced level and complete other duties as assigned |

|Individual tasks related to the duty. |

|Serve as purchasing liaison with Budget and Financial Services for Division. |

|Audit and reconcile all procurement card purchases and make adjustments to correct federal and state fund sources as required. (8) |

|Prepare the financial portion of purchase orders as requested by Division staff. |

|Audit complex payment requests from vendors and reconcile against corresponding purchase orders. (8) |

|Provide guidance and assistance to Division staff concerning state procurement rules. |

|Serve as back-up for ordering and maintenance of supplies for Division. |

|Perform other duties as assigned. |

|Duty 4 |

|General Summary of Duty 4 % of Time 10 |

|Coordinate registration and accounting for all OHSP conferences |

|Individual tasks related to the duty. |

|Design and test procedures for newly developed Mi-Train system for conference registration. Work directly with DTMB staff to resolve all Mi-Train issues. (9) |

|Maintain registration information, assist attendees with registration, and develop spreadsheets for tracking expenses and budgets for the Division’s annual |

|Traffic Safety Summit and other OHSP sponsored conferences. (9) |

|Reconcile all financial transactions within the Mi-Train and Mi-Cars systems, consisting of direct credit card payment, interagency transfers, credits or |

|discounts applied for the annual Summit Conference. (9) |

|Review itemized Summit Conference bill, recalculate totals, verify expenses, and process all Conference payments within SIGMA. |

|Work with program staff to help set up courses for the Summit Conference, Traffic Enforcement Training Conference, Drug Recognition Expert (DRE) Training, and |

|other courses as needed. Assist with creation of class rosters, name tags, and other activities associated with the conferences. |

|Serve as Division Training Coordinator by maintaining training database for staff, and arrange all Civil Service training requested. |

| |

|Duty 5 |

|General Summary of Duty 5 % of Time |

|Individual tasks related to the duty. |

|Duty 6 |

|General Summary of Duty 6 % of Time |

|Individual tasks related to the duty. |

| 16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, |

|if necessary. |

|Make decisions on the effective use of time available to meet priorities which will result in overall program compliance and completion. |

|Decide the priority of payment for grant payments and invoices. |

|Contact vendors and other agencies as needed to effectively process payments. |

| 17. Describe the types of decisions that require your supervisor’s review. |

|All payments and journal vouchers. |

|Any decision that may set precedent |

| 18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the |

|amount of time and intensity of each activity and condition. Refer to instructions on page 2. |

|Environmental conditions do not exceed those routinely encountered in a business office |

| 19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than |

|10, list only classification titles and the number of employees in each classification.) |

|NAME |CLASS TITLE |NAME |CLASS TITLE |

| | | | |

| | | | |

| | | | |

| | | | |

| | | | |

| 20. My responsibility 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. |

| 21. I certify that the above answers are my own and are accurate and complete. |

| |

|Signature Date |

NOTE: Make a copy of this form for your records.

|TO BE COMPLETED BY DIRECT SUPERVISOR |

|22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? |

|Yes |

| 23. What are the essential duties of this position? |

|Maintenance of records and preparation of cost statements to insure fiscal integrity of OHSP’s programs |

|Insuring payments are made to vendors within a timely manner through the SIGMA System |

|Oversight of OHSP’s purchasing functions |

|Assistance with reconciliation of year-end financial records |

|MiTrain coordinator for OHSP conferences and courses. |

| 24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. |

|There have been several changes in this position. This position has taken on or increased responsibility to an advanced level in the following areas: |

|Review of grantees’ back-up documentation (previously performed by an OHSP accountant) |

|Preparation of cost statements for in-house grants involving creation and maintenance of complex spreadsheets, and reconciliation using Business intelligence |

|(previously performed by an OHSP accountant) |

|Research of all expenses incurred and classification within a complex funding structure (previously performed by an OHSP accountant) |

|Direct entry of receivables into Mi-Cars and tracking of liquidation of receivables and payables (previously performed by OHSP or BFS accountants) |

|Maintenance of all OHSP training, using Mi-Train and other training records (new activities within OHSP) |

| 25. What is the function of the work area and how does this position fit into that function? |

|The accounting section in OHSP manages all fiscal activities for approximately $28 million of federal and state-funded grants, greatly contributing to improved|

|highway traffic safety in Michigan. This position provides support in this function, including payment of grants and invoices, preparation of financial |

|records, and maintenance of supplies. |

| 26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position? |

|EDUCATION: |

|High school diploma. Associate degree preferred. |

|EXPERIENCE: |

|Four years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one |

|year equivalent to an Accounting Technician or two years equivalent to an Office Supervisor with a subclass code of BKPS. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Knowledge of purchasing rules, regulations, SIGMA reports, Business Objects, Mi-Train, Account Revenue System, MI-Cars, and financial terminology. |

|Ability to prepare, review, and execute payments in compliance with state policies and procedures. |

|Ability to analyze financial records and data and make arithmetic computations. |

|Skill in use of office equipment and computers, especially spreadsheets. |

|Ability to communicate effectively and maintain favorable public relations. |

|Ability to work independently using good judgment and discretion. |

|Ability to plan, organize, and handle office procedures in maintaining an even workflow. |

|CERTIFICATES, LICENSES, REGISTRATIONS: |

|None |

|NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. |

| 27. 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 Signature Date |

|TO BE FILLED OUT BY APPOINTING AUTHORITY |

| 28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor. |

| 29. I certify that the entries on these pages are accurate and complete. |

| |

|Appointing Authority’s Signature Date |

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