Position Description Template
|CS-214T |1. Position Number |
| |FINCALTAA88N |
State of Michigan
Department of Civil Service
Bureau of Human Resource Services
Position Description
| |
|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 signs and dates 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 FILL OUT |
|THIS PAGE. |
| 2. Name of Incumbent (Last, First, M.I.) | 8. Department/Agency |
| |MDOC, budget and operations administration |
| 3. Social Security Number | 9. Bureau (Institution, Board, or Commission) |
| |Bureau of Fiscal Management |
| 4. Civil Service Classification of Position | 10. Division |
|Financial specialist 2-13 |Budget |
|Working Title of Position (What the Agency Titles the Position) | 11. Section |
|Financial specialist |Budget and Projections |
| 6. Name and Classification of Immediate Supervisor | 12. Unit |
|LOREE WEAVER READ, STATE ADMINISTRATIVE MANAGER 15 |Budget Development |
| 7. Name and Classification of Next Higher Level Supervisor | 13. Work Location (City and Address)/Hours of Work |
|Shannon pike, State Division Administrator 17 |206 E. Michigan avenue, Lansing |
| |8:00 a.m. to 5:00 p.m. |
|General Summary of Function/Purpose of Position |
|This position is responsible for assisting with the coordination, preparation, compilation, research, analysis and monitoring of the Department’s $2.0 billion |
|budget, including but not limited to all central office accounts, federal grants, and restricted revenue accounts, in addition to compiling and analyzing data |
|for budgetary purposes and program planning. This position will develop budget documents, review submissions from across the department which request |
|additional funding, propose changes in programs, and analyze current operations to see if funding levels are appropriate utilizing MAIN, RSTARS, RMDS, SIGMA |
|FINANCIAL and Business Objects/Intellignece as well as DCDS, HRMN AND ESS. This is a one-of-a-kind position within MDOC as this position is responsible for the|
|development of statewide vacancy report, Department Profiles, assisting with spending plan instructions, spreadsheets, and queries utilized in preparing all |
|spending plans within the department. In addition this position is responsible for the statewide preparation of spending plans for all central office accounts |
|as well as review of Health Care, Prisoner Reentry and Field Operations spending plan submissions. Attendance at appropriations subcommittee hearings, and key |
|other hearings with fiscal impact on the department may be required. |
|For Civil Service Use Only | |
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|15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. |
| |
|List duties in order of importance, from most important to least important. |
|Duty 1 |
|General Summary of Duty 1 20% of Time |
|Develop and prepare significant portions of the annual budget request, including individual budget detail, transfers and program revision requests, including |
|items requested by individual programs and items identified as requiring adjustment and/or enhancement including technical trasfers within MDOC and with other |
|state agencies. |
|Individual tasks related to the duty. |
| |
|Asssit all areas in compiling proper information for the development of budget requests, resource allocation and supplemental funding. Analyze total fiscal |
|impact on institutions, field operations, central office and the department overall. |
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|Compile reports and related correspondence as requested from the data available, perform inquiries regarding items which, in the specialist’s opinion, seem to |
|be outside the “norm” or illogical as presented. |
| |
|Assist with developing economic baselines for submission to the State Budget Office for the entire department, which includes calculating and compiling |
|personnel and operating expenditures and funding detail for each appropriation line within the department’s $2.0 billion budget. Accuracy is imperative as the |
|Economic Baseline submission is utilized by the State Budget Office to calculate and allocate economic funding for the entire Department. |
| |
|Attend Legislative Appropriations hearings as needed in order to develop expertise as well as monitor appropriation bill status, assist the Department in |
|responding to Legislative inquiries and concerns. |
| |
|Research and develop supporting materials requested by Legislators, fiscal analysts, State Budget Office staff, the Executive Office, as well as various |
|Department staff. |
|Analyze budget requests (current services baseline, proposals for change, and technical transfers) considering the potential impact on facilities, field |
|operations, central office and the Department overall. Research and analyze each request and prepare appropriate supporting documentation including narrative |
|write up, calculations and graphs for submission to the State Budget Office. |
|Assist facilities and administrations in compiling proper information for the development of budget requests, resource allocations and supplemental funding. |
|Develop and prepare the Economic Baseline submission to the State Budget Office which includes calculating and compiling personnel and operating expenditure and|
|funding detail for each appropriation line within the Department’s $1.8 billion budget. Accuracy is imperative as the Economic Baseline submission is utilized |
|by the State Budget Office to calculate and allocate economic funding for the entire Department. |
|Compile reports and related correspondence as requested from both available data and from data which is developed from outside sources. Perform inquires |
|regarding items which, in the specialist’s opinion, seem to be outside the “norm” or illogical as presented. |
|Attend Legislative Appropriation hearings to monitor appropriation bill status, assist the Department in responding to legislative inquiries and requests, and |
|to develop expertise in “legislative intent.” |
|Research and develop supporting materials and reports requested by Legislators, fiscal analysts, State budget office staff, the Executive Office as well as |
|various department staff. |
| |
|Duty 2 |
|General Summary of Duty 2 20% of Time |
|Working with the Budget Manager, develop annual spending plan instructions, forms, queries and complex spreadsheets and scripts utilizing multiple databases for|
|use by the Department. Develop standardized forms, methods of calculation, queries utilized by all areas of the department as well as develop annual budget |
|request documentation and department-wide overhead calculations which will free up significant staff time throughout the department for other matters. |
|Individual tasks related to the duty. |
| |
|Develop instruction manual, forms, and spreadsheets annually for use by all areas of the department in development of spending plan submissions. Respond to |
|inquiries and provide guidance and assistance to facilities and administrations throughout the department as needed. |
| |
|Develop complex Business Objects scripts and spreadsheets which facilitate uniform calculation of personnel costs across the department, thereby saving each |
|individual facility, bureau and area from having to develop individual spreadsheets of their own, and assuring that all projected costs are accurately reflected|
|in the spending plan. |
|Monitor expenditures throughout the year for conformance with authorized spending plans and appropriations, making note of changes required in subsequent fiscal|
|years. |
|Prepare and compile the biweekly Statewide Vacancy Report/Span of Control that is a one-of-a-kind report utilized in making decisions to fill vacant positions |
|statewide within the Department. |
|Maintain the Departments statewide accounting profile database, appropriation numbers, Index, PCA, Fund, Org codes etc., ensuring the profile changes are |
|completed timely for yearly rollover and the loading of annual department allocations. |
|Duty 3 |
|General Summary of Duty 3 15% of Time |
|Develop proposed annual spending plans for all centralized accounts (BOA, CFA, Prisoner Food Service, etc.) as well as all Central Office accounts and monitor |
|same for submission of subsequent fiscal year budget for enhancements/reductions and baseline changes. |
|Individual tasks related to the duty. |
|Prepare spending plans for centralized accounts. |
|Prepare the annual Authorized FTE reports and crosswalk details necessary for statewide spending plans and upload into Sharepoint. |
|Prepare spending plans for all appropriations encompassing Central Office which includes Unclassified Positions, Executive Direction, Prisoner Reentry and |
|Community Support, Budget and Operations Administration. |
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|Review prior and current fiscal year changes to the appropriation and assure that proposed spending plan includes all changes. |
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|Recommend to Budget Administrator appropriate spending levels including changes needed which should be included in the next budget cycle. |
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|Present prepared spending plans at spending plan meetings outlining potential funding shortages and FTE imbalances. |
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|Duty 4 |
|General Summary of Duty 4 15% of Time |
|Monitor Central Office and state-wide account activity in comparison to approved spending plans and project changes needed in order to comply with the approved |
|spending plan. |
|Individual tasks related to the duty. |
| |
|Develop queries to monitor spending both monthly and by pay period for state-wide appropriation accounts. |
|Provide updates to the Budget Administrator on staffing and spending levels in comparison to approved spending plans/annual appropriation levels. |
|Special projects assigned by Budget Administrator and Budget Manager. |
|Notify managers when spending levels are out of compliance with approved spending plans with sufficient detail to facilitate manager’s review and action. |
|Assign Miscellaneous Operating Projects numbers for Physical Plant Division in MAIN/SIGMA. |
|Set up (ETP) electronic transaction processing accounts for accounts payable to complete electronic payments in MAIN/SIGMA. |
|Yearly consolidation of the Departments Income Statements and Balance Sheets for the PBF and Store. |
|Assist the projections unit as needed for back up. |
|Back up the other Financial Specialist in the Budget Unit with processing custody staffing assignments and overtime reporting. |
|Duty 5 |
|General Summary of Duty 5 15% of Time |
|Other duties and special projects as assigned. |
|Individual tasks related to the duty. |
| |
|Individual tasks related to the duty as required. |
|Compile statistical and financial information from various areas of the Department as needed to respond to specific inquiries from the Governor’s Office, State |
|Budget Office, Fiscal Agencies and other parties. |
|Develop clear report and chart formats to present data clearly and concisely. |
|Use all state data sources and software (MIDB, Business Objects, Excel, Word, HRMN/DCDS, OETS, SIGMA, Sharepoint, etc.) to develop information as needed. |
|Develop charts and graphs to explain findings. |
|Handle high-profile, new initiatives (such as Reentry, Education, etc.), developing budgets, working with managers to develop resource allocations, staffing, |
|etc. |
|Attend meetings in the Budget Manager’s absence. |
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|Duty 6 |
|General Summary of Duty 6 15% of Time % |
|SIGMA duties |
|Individual tasks related to the duty. |
| |
|Assist in maintaining adding/updating SIGMA Chart of Accounts, reference tables etc. |
|Assist Training staff in SIGMA Financial, HRM, ESS, etc. |
|Assist maintaining SIGMA HRM Accounting. |
|Asssit with SIGMA Business Intelligence Reports development. |
|Assist in the submission of annual SIGMA Budget Development requests. |
|Assist with SIGMA MOP Projects |
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|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. |
|Decisions on the presentation and format of information to the Budget Administrator. |
|Develop and recommend technical transfers and staffing and funding levels for new and existing programs. |
|Availability of funds for programs. |
|Availability of funds for grants. |
|17. Describe the types of decisions that require your supervisor’s review. |
|When a policy decision or change appears warranted or when requests for information are received from sources outside of the Department and may be sensitive in |
|nature. |
|When a proposed change submitted from within the Department has significant cost implications for both the individual program and the rest of the Department. |
|When information developed has potential impact on the Department’s funding and or its ability to complete its mission. |
|18. What kind of physical effort do you use to perform your job? What environmental conditions are you physically exposed to on your job? Indicate the amount |
|of time and intensity of each condition. Refer to instructions on page 2. |
|Majority of time is spent sitting using a computer or attending meetings. Some travel to correctional facilities and various training sites is required. Work |
|within prisons and occasional contact with prisoners and convicted felons is required. Late evening and weekend work can be required without prior notification|
|especially between September and February. |
|19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, ongoing basis. (If more than |
|ten, 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): |
|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 filled out by immediate supervisor |
| |
|22. Do you agree with the responses from the employee for Items 1 through 18? If not, which items do you disagree with and why? |
|I agree. This position is essential to efficiently manage the Department’s budget which is currently $2.0 billion dollars and employs nearly 14,000 staff |
|located throughout the state. |
|23. What are the essential duties of this position? |
|This specialist performs critical duties, working with the Budget Manager and the Budget Administrator to develop instructions both for spending plans and for |
|the annual budget development process as well as actually developing all of the central office spending plans and centralized account spending plans. This |
|individual develops information on an ad hoc basis as needed to respond to requests from both within MDOC and outside of the department from vendors, |
|contractors, legislators, taxpayers, etc. These duties include monitoring current fiscal year operations, assisting with the coordination and development of |
|the Department-wide future fiscal years annual budget and spending plans, analysis of the Department’s prior fiscal years expenditures, and preparing various |
|reports, assuring that the Department does not exceed its legislative spending authority. |
|24. Indicate specifically how the job’s duties and responsibilities have changed since the position was last reviewed. |
|This position is now responsible for the most complex projects, including analysis of projected staffing required for new programs, proposed budgetary reduction|
|options, development and analysis of budgetary requests and assisting with developing the Department’s overall budget strategy. In addition, this position |
|develops all spending plan instructions and queries used throught the Department, also is responsible for maintaining the Department’s statewide vacancy report |
|as well as the Departments accounting profiles. |
|25. What is the function of the work area and how does this position fit into that function? |
|The Budget Office is responsible for the review and maintenance of custodial staffing charts, development of all details of the Department’s annual budgetary |
|request to the State Budget Office and the Legislature, annual spending plans (instructions, review and issuance of same), development of detailed spreadsheets |
|supporting the Governor’s Executive Budget Recommendation for the Department of Corrections, and the coordination of responses to Legislative and Executive |
|inquiries regarding fiscal and financial manners as well as inquiries from outside of state government. The Department of Correction’s FY2017 budget currently |
|totals $2.0 billion and nearly 14,000 staff, comprised of 30 correctional facilities and over 100 probation and parole offices geographically distributed |
|throughout the state requiring clear communication throughout the year in order to maintain accurate budgetary projections in order to determine budgetary |
|impacts in a timley manner and closely monitor staffing levels. |
|26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position? |
| |
|EDUCATION: |
|Bachelor’s degree with a major in business administration, economics, finance, accounting or a related field or equivalent work experience and knowledge of the |
|Department of Corrections. |
| EXPERIENCE: |
|One year of experience equivalent to a Financial Analyst 12 and at least one year working with the State budget preparation process. Extensive experience with |
|MAIN, Business Objects and HRMN/DCDS. |
| |
| |
| knowledge, skills, and abilities: |
|Knowledge of fiscal planning, budgeting, accounting principles and personal computers, particularly Excel as well as MAIN and Business Objects, Sharepoint, |
|SIGMA. |
|Excellent verbal and written communication skills. |
|A strong analytical capability is critical to perform job duties. |
|Numeric skills and detail orientation. |
|Ability to read, review and analyze information rapidly. |
|Tact, patience and ability to explain financial information to managers and staff who may not have a financial background. |
| 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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