CS-214 Position Description Form



|CS-214 | | 1. Position Code |

|REV 8/2007 | |DEPSPL2I90N |

| |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 |

| |Licensing and Regulatory Affairs |

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

| |Liquor Control Commission |

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

|Departmental Specialist 13 |Financial Management |

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

|Online Liquor Ordering System Staff Specialist | |

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

|Liliana M. Paceagiu, State Administrative Manager 15 | |

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

|Pamela D. Hamilton, State Division Administrator 17 |525 W. Allegan Street Lansing |

| |Monday – Friday, 8:00 AM – 5:00 PM |

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

|This position is the staff specialist for the Michigan Liquor Control Commission’s (MLCC) Online Liquor Ordering (OLO) System. This position conducts surveys |

|to prepare recommendations for improvements to the OLO System and then designs and implements the improvements, as well as ensuring the system is updated and |

|maintained. This position is an expert user of the OLO System. This position is the specialist for the CEPAS Program, reconciling all licensee payments |

|through CEPAS to the MLCC database and solving any problems which occur working with accounting practices. This position makes monthly and year-end MAIN |

|entries. This position advises division management in areas of MLCC Finance, especially Online Liquor Ordering, the CEPAS Program, and matters related to |

|Sales and Inventory. This position carries out special projects assigned by division management and assists in program planning, policy and procedure |

|development. This position is the backup to a Departmental Specialist 13 in the Financial Management Division. |

|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 70% |

|Serve as the MLCC staff specialist for the MLCC’s Online Liquor Ordering (OLO) System. |

|Individual tasks related to the duty. |

|Conducts surveys by collecting information from the Department of Technology, Management and Budget (DTMB); MLCC staff; Authorized Distribution Agents (ADA); |

|and licensees in order to prepare thorough recommendations for improvements and corrections to the OLO System. |

|Designs and organizes implementation of improvements and corrections. |

|Posts notices on the system to notify licensees of critical information. |

|Resolves problems with the operations of the OLO System. |

|Serves as an expert in helping licensees use the OLO System. |

|Plans and coordinates the training of MLCC staff in the use of the OLO System. |

|Develops program goals and plans for implementation of the goals. |

|Acts as a liaison between licensees, ADAs and DTMB. |

|Duty 2 |

|General Summary of Duty 2 % of Time 15% |

|Serve as the MLCC staff specialist for the CEPAS Program. The CEPAS Program is operated by the Michigan Department of Treasury and receives payments from |

|liquor licensees for liquor license renewals. It aids licensees to make their liquor license renewals online in a more timely and efficient manner. |

|Individual tasks related to the duty |

| |

|Balance CEPAS E-check transactions for license fee payments to the MLCC’s database System. Find discrepancies. Work with Treasury, DTMB, and MLCC Licensing |

|staff to reconcile the discrepancies. |

|Document the discrepancies and inform the appropriate staff. |

|Produce detailed and summary reports from CEPAS to give to management. |

|Investigate any duplicate payments. Contact appropriate payer regarding any duplicate payments. Check the MLCC database to verify the correctness of any |

|duplicate payments before issuing a refund. |

|Fill out Request for Refund Form and submit to the Director of Financial Management to approve. |

|Analyze and track the payment status for previous duplicate payments after refund was performed. If necessary and time permits, stop the refund. |

|Document and forward for collection any E-check returns. |

|Duty 3 |

|General Summary of Duty 3 % of Time 15% |

|Provide assistance to licensees, DTMB, MLCC staff, ADAs, Treasury and the general public. Make MAIN accounting entries for the Financial Management Division. |

|Perform backup duties and other duties as assigned. |

|Individual tasks related to the duty. |

|Explain procedures, Bulletins and Administrative Orders to ADAs. |

|Assist and train staff in executing new procedures, Bulletins and Administrative Orders. |

|Answer licensee or questions from the general public regarding matters related to the MLCC Financial Management Division. |

|Make MAIN entries for preliminary and final sales. Make accounts receivable entries. Make inventory and prepaid distribution costs entries. Make Cobo Hall |

|entry. Make C3 revenue movement entries. Make year-end entries. |

|Explain internal procedures to management when problems arise. |

|Serve as a backup to the Financial Management Division’s Departmental Specialist 13, running scripts with Business Objects, creating financial statements and |

|creating the MLCC budget. |

|Other duties as assigned. |

|Duty 4 |

|General Summary of Duty 4 % of Time |

|Individual tasks related to the duty. |

|Duty 5 |

|General Summary of Duty 5 % of Time 10% |

|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. |

|This person is the staff specialist for the MLCC OLO System and the CEPAS System. This person recommends needed improvements or changes to these systems. |

|This person advises division management of any problems with any of the systems and recommends solutions to those problems. This person must use independent |

|judgment in determining new procedures. This person must use independent judgment regarding who to contact to solve a problem and how the problem will be |

|resolved. This position uses considerable judgment in dealing with ADAs, MLCC staff, DTMB staff and liquor licensees. This person decides if procedures are |

|being adequately followed by ADAs. This person decides when a major problem needs the attention of division management. All of these decisions affect liquor |

|licensees, ADAs, MLCC personnel, the general public and proper revenue collection for the State of Michigan. |

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

|A supervisor’s review is required when a problem could have a major impact on the OLO or CEPAS Systems. It is also required for when an ADA is not in |

|compliance with MLCC procedures, Bulletins or Business Operating Procedures. The position uses independent judgment to bring to the attention of the |

|supervisor any questionable and/or suspicious items/problems. |

| 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. |

|This position requires most work to be completed in a normal office setting. Occasional travel to ADA warehouses and off-site meeting facilities is involved |

|as part of the position. |

| 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 |

| | | | |

| | | | |

| | | | |

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| 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? |

|This PD was created by the Director of Financial Management. |

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

|This position serves as the staff specialist for the OLO and CEPAS Systems. This position makes MAIN entries. This position serves as backup a Departmental |

|Specialist 13 in the Financial Management Division. |

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

|Removed monitoring uncollectible accounts and sending them to Treasury – have an accounting tech now doing that portion of the previous pd. |

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

|The Financial Management Division is a complex division, which involves large revenue collection (approximately $1.3 billion) and merchandise movement (8.4 |

|million cases of spirits) each year as well as the operation of sophisticated information technology processes. The division is responsible for the |

|performance of all of the accounting functions for the Commission. These functions include administration and accounting for the spirit wholesaling function, |

|purchasing of distilled spirits, maintenance of accounts payable and accounts receivable, budgeting, review and approval of spirit product quotations, |

|preparation of monthly and annual financial statements, payment of expenses, transfers of revenue, and the collection/verification/recording of taxes, license |

|fees and wholesale proceeds. |

|This position serves as the staff specialist for the OLO and CEPAS Systems. This position performs accounting and analytical duties and writes procedures and |

|policies. It closely interacts with the liquor licensees, ADAs, MLCC staff, DTMB staff and the general public. This position makes MAIN entries. |

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

|EDUCATION: |

|A bachelor’s degree or with at least 24 semester (36 term) credits in accounting. |

|EXPERIENCE: |

|Four years of professional experience performing or auditing the systematic classification and evaluation of accounting data and the preparation of related |

|financial and managerial reports equivalent to an Accountant, including two years equivalent to an Accountant P11 or one year equivalent to an Accountant 12. |

|KNOWLEDGE, SKILLS, AND ABILITIES: |

|Excellent written and verbal communication skills and outstanding problem solving abilities are required. Strong initiative and follow-through abilities are |

|essential. Knowledge of governmental accounting principles and procedures is important. Knowledge of Word and Excel are necessary. |

|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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