Position Description Template



|CS-214T |1. Position Number |

| |FINCALTAA88N |

State of Michigan

Department of Civil Service

Bureau of Human Resource Services

Position Description

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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. |

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|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 |

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

|To be filled out by immediate supervisor |

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|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? |

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|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. |

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| 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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