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State of MichiganCivil Service CommissionPosition Code1. DPTLTCHEV94RCapitol 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-COM HEALTH CENTRAL OFF3. Employee Identification Number9. Bureau (Institution, Board, or Commission)Accounting and Finance4. Civil Service Position Code Description10. DivisionDEPARTMENTAL TECHNICIAN-EOverpayments, Collections, & Psychiatric Hospital Reimbursement5. Working Title (What the agency calls the position)11. SectionDepartmental TechnicianCollections and Reconciliation6. Name and Position Code Description of Direct Supervisor12. UnitCROWELL, CAMELLIA D; FINANCIAL MANAGER-3Collections7. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkHARRISON, LAURA L; STATE ADMINISTRATIVE MANAGER-1Grand Tower Building, 235 S. Grand Ave., Lansing, MI 48933 / Monday-Friday 8:00 a.m.-5:00 p.m.14. General Summary of Function/Purpose of PositionThe incumbent supports the collections unit. Responsibilities include but are not limited to setup of cash receivables, preparation and processing of cash receipts, file cash receipts, and mail documents to clients. Incumbent will extensively use Excel spreadsheets. A high level of accuracy and attention to detail is required for this position. Communication with other team members as well as external state departments/units as required.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:40Preparation of cash receipts for processing, keying payments in appropriate program area, creating applicable refund vouchers or referral forms for Michigan Department of Treasury as well as filing of cash receiptsIndividual tasks related to the duty:?Prepare cash receipts for processing by researching, coding and keying the payment into the ASAP and/or CHAMPS systemsCreate applicable forms for refunds or referral to Michigan Department of TreasuryMaintain cash receipts. This includes preparing receipts for filing and maintaining the file drawers as well as preparing for offsite storageManage deadlines for daily payment postingMaintain a count of all cash transactions processed for managementCommunicate with management for daily directionMeet timeframes for special projects and assignmentsCommunicate with individuals/departments requesting information as necessaryDuty 2General Summary:Percentage:20Work with computer applications as related to requests for Collections reports and spreadsheet maintenance and inquiriesIndividual tasks related to the duty:Utilize Bridges, ASAP, CHAMPS, OFIN, Microsoft Excel and other applications as necessary for data entry as well as to retrieve reports and make inquiriesPrint and mail documents from Bridges, ASAP, and CHAMPSReconcile accounts using data from Bridges, ASAP, and CHAMPSProcess payment plansDuty 3General Summary:Percentage:20Establishing new receivables and collections follow up activities.Individual tasks related to the duty:Confirm validity; setup new receivables in ASAP or CHAMPS system for collection of paymentsReview Excel spreadsheets for duplicate debt set up and correct as neededEdit and resubmit corrected receivablesMonitor receivables for delinquencyProcess applicable debt referral forms for submission to Michigan Department of TreasuryPrepare delinquency letters for certified mail and final notice letters to debtors for mail.Duty 4General Summary:Percentage:10Process and fulfill requests from management, maintain confidential information in accordance with agency’s privacy policyIndividual tasks related to the duty:Research payment/refund historiesResearch and present needed information to other authorized areasRetrieve/Refer debts to Michigan Department of TreasuryDuty 5General Summary:Percentage:10Other duties as assignedIndividual tasks related to the duty:Prioritize cash receipts entry while managing special management assignmentsTrack payment delinquency and reportCreate specialized spreadsheets for projects16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. ?Independent decisions will be made but the incumbent will seek management direction daily when needed. Decisions for prioritization of completion of individual requests will be made by management.17. Describe the types of decisions that require the supervisor's review. Supervisory staff must be consulted if clarification is needed regarding current policy and/or law.Supervisory staff must be consulted for determining what information can be given to external agency employees in accordance with HIPAA laws.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.Sitting to process and review documents and computer work in a typical financial office environment. Responsible for standing and bending for filing purposes. 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?Prepared by management23. What are the essential functions of this position?Incumbent is responsible for accurate and timely processing of cash receipts and other documents. Accuracy in filing and maintaining filing of cash receipts is required. Flexibility in multi-tasking projects with accuracy is necessary.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.Added collections follow up activities to Duty 3 and three related tasks.25. What is the function of the work area and how does this position fit into that function?Incumbent is responsible for reviewing cash receipts for accuracy of data entry and corrections prior to filing. Assist other team members when needed to maintain the flow of operations. Research of payment/refund histories is required by staff. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Education typically acquired through completion of high school.EXPERIENCE:Departmental Technician 7One year of experience performing administrative support activities equivalent to the 7-level in state service.Departmental Technician 8One year of experience as a technician or paraprofessional equivalent to the entry level in state service.OROne year of experience performing administrative support activities equivalent to the 8-level in state service.Departmental Technician E9Two years of experience as a technician or paraprofessional, including one year of experience equivalent to the intermediate level in state service.OROne year of experience performing administrative support activities equivalent to the 9-level in state service.OROne year of experience as a supervisor of administrative support activities equivalent to the 9-level in state service.Alternate Education and ExperienceDepartmental Technician 7Completion of two years of college (60 semester or 90 term credits) may be substituted for the experience requirement.Departmental Technician 8Possession of a Bachelor’s degree may be substituted for the experience requirement.Departmental Technician E9Possession of a Bachelor’s degree and one year of job-related experience may be substituted for the experience requirement.KNOWLEDGE, SKILLS, AND ABILITIES:Proficiency with Microsoft Office Suite (e.g. Word, Excel, PowerPoint) Ability to organize and coordinate activities of a specific work area. Ability to communicate with employees outside of the work areaCERTIFICATES, LICENSES, REGISTRATIONS:See job specification.NOTE: 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.JANICE STUART6/24/2019Appointing 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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