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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