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sState of MichiganCivil Service CommissionPosition Code1. ACCOUNTACapitol 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)Bureau of Finance and Accounting4. Civil Service Position Code Description10. DivisionAccountant-ARevenue Operations5. Working Title (What the agency calls the position)11. SectionAccountant 12Cost Allocation6. Name and Position Code Description of Direct Supervisor12. UnitKYES, SUZANNE; STATE ADMINISTRATIVE MANAGER-17. Name and Position Code Description of Second Level Supervisor13. Work Location (City and Address)/Hours of WorkO'CALLAGHAN, CAROL A; STATE DIVISION ADMINISTRATOR235 S. Grand Ave, Lansing, MI 48933 / Monday-Friday, 8am-5pm14. General Summary of Function/Purpose of PositionThis position is the senior level Accountant for researching and correcting DHHS cost allocation transactions.? The MDHHS allocates over $1B of indirect costs annually through the SIGMA cost allocation module based on the quarterly Public Assistance Cost Allocation Plan (PACAP). This position performs the following duties as a senior level accountant:? Responsible for reviewing, monitoring, analyzing, and correcting SIGMA financial indirect cost allocation configurations (which is how MDHHS implements it’s PACAP); completing quarterly financial reports; assisting in all indirect cost allocation related aspects of year-end closing including clearing fund variances and allocating indirect SWCAP and accrued expenditures. This position is responsible for a series of tables that are populated in SIGMA financial cost allocation module in order for the DHHS cost allocation batch job to function properly. The tables within the module have an intricate relationship to each other and the nature of the DHHS organizational and funding structures make the configuration complex, consisting of approximately 15K records in all of the tables each quarter. In addition, this position is responsible for preparing, reviewing, and/or approving complex journal vouchers, which requires a thorough understanding of all SIGMA cost accounting and coding elements.? This position is responsible for researching accounting problems and transactions using Business Intelligence (BI) reports and specialized ad-hoc BI queries, updating and maintaining SIGMA profile structures, and assisting with SIGMA questions and issues.? This position also acts as a liaison with the divisions in providing guidance and assistance regarding indirect cost accounting processes.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:50Senior Accountant for researching complex accounting issues related to DHHS cost allocation and preparing transactions in SIGMA to correct any anomalous postings or unallocated cost pools. Analyzes and prepares financial statements and accounting reports for departmental management and federal agencies. Individual tasks related to the duty:Prepares cost allocation related financial statements using Business Intelligence and other financial dataAnalyzes financial reports, DHHS SIGMA cost allocation configuration files, and the DHHS quarterly CAP amendments to determine the source of any anomalous postingsAnalyzes expenditures related to cost allocation to determine why cost allocation posted as specific wayPrepares complex correcting journal vouchers to fix any erroneous entries Researches complex accounting issues using Business Intelligence reports and specialized ad-hoc BI queries ?Liaison between DHHS Budget, Accounting and Program areas to research and explain any trends or variations that appear in cost allocation reports for Budget Staff, Federal Reporting Staff, Auditors, SBO, and department leadership. Provides guidance with the divisions regarding indirect cost accounting processes. Reviews program/grant funding and the interworking of cost allocation in SIGMA which is the basis for how the department is funded.Reviews and approves journal vouchers that "manually" allocated costs that remain in cost pools after SIGMA cost allocation batch jobs are runReconciles and clears variances as part of year end closing activitiesDuty 2General Summary:Percentage:25Develops guidelines for maintaining and modifying the Cost Allocation configuration and data in SIGMA, and executing Cost Allocation runs in compliance with the State and federal requirements.? The Cost Allocation configuration is very complex in nature and requires a strong attention to detail.? There are currently 800 steps in the cost allocation process, 15K records comprised in the cost allocation configuration, over 450 page PACAP narrative, 300 grants with multiple funding sources, and hundreds of appropriation lines that make up the department's $24 billion budget. Individual tasks related to the duty:This position will update, maintain and modify SIGMA Cost Allocation model.Develop guidelines for configuring DHHS Cost Allocation Plan (CAP) amendments into SIGMA CA ModelConsults with DHHS Accounting staff in developing configuration coding each quarter, such as: Chart of Accounts, that need to be associated with each grant/program for the purposes of allocating the expenditures to the right final receiver(s)Updates SIGMA CA Model with new/modified data needed to allocate expenditures charged to each grant/programPerforms CA runs periodically (as determined by the Direct Supervisor). Analyzes complex accounting transactions related to cost allocation by using the hoc reports in Business Intelligence (BI)Liaison between other staff in DHHS helping to explain the cost allocation process and resolve complex issuesAttends SIGMA Cost Allocation meetings; and understand, document and summarize the information and its implications for ManagementDuty 3General Summary:Percentage:10As part of the initial validation, perform quality assurance activities related to SIGMA Cost Allocation runs. Validate the records in the configuration are accurate each quarter.Individual tasks related to the duty:Reviews and analyzes statistical information gathered and entered into the Cost Allocation configuration.Analyzes the totals and distributions of expenditures to receivers-- by grant, program and organizational unit and document the analysis for audit purposes. Researches anomalies that are found and determine the reason for the change in trend to address on future audit questions. Provides consultation to other Departments and reviews expenditures closely with appropriate DHHS staff to determine reasonableness of the resultsExamines and reconciles any variances; and recommends remedial actions to ManagementExecutes remedial actions to address the variances, as appropriate and as approved by ManagementDuty 4General Summary:Percentage:15Reviews statistical and historical financial information in the preparation, testing and performance of "as-if" cost allocation scenarios.? As new cost allocation methodologies are proposed, assist in SIGMA cost allocation configuration changes in the test environment.? Review and prepare financial reports/cost allocation results from these test runs which will be used to develop Cost Allocation Plan Amendment cost impact statements related to upcoming or planned allocation methodology changes.Individual tasks related to the duty:Research and conduct surveys to assess cost control. Update/modify SIGMA cost allocation configuration in test environmentGenerate mock cost allocation reportsProvide instruction for the design, develop and maintain the department's cost allocation plan to meet federally mandated quarterly submissions of future cost control initiativesResearch and conduct surveys to assess cost controlRecommends the necessary changes to Cost Allocation Plan in amendment16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Prioritization of work. Independent judgement is used to determine if a change in the Public Assistance Cost Allocation Plan requires a change in the configuration of SIGMA cost allocation.? Failure in this process results in potential errors in cost allocation processing and potential audit findings and questioned costs for DHHS.? This can also potentially result in the loss of federal funding for the department.17. Describe the types of decisions that require the supervisor's review. Modifications to cost allocation plan narrative.?Decisions related to how the Department is using SIGMA for Cost Allocation processing.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.Office setting.?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?Yes.?23. What are the essential functions of this position?This position is the senior accountant for researching and correcting DHHS cost allocation transactions.? The MDHHS allocates over $1B of indirect costs annually through the SIGMA cost allocation module based on the quarterly Public Assistance Cost Allocation Plan (PACAP). This position performs the following duties as a senior level accountant:? Responsible for reviewing, monitoring, analyzing, and correcting SIGMA financial indirect cost allocation configurations (which is how MDHHS implements it’s PACAP); completing quarterly financial reports; assisting in all indirect cost allocation related aspects of year-end closing including clearing fund variances and allocating indirect SWCAP and accrued expenditures. This position is responsible for a series of tables that are populated in SIGMA financial cost allocation module in order for the DHHS cost allocation batch job to function properly. The tables within the module have an intricate relationship to each other and the nature of the DHHS organizational and funding structures make the configuration complex, consisting of approximately 15K records in all of the tables each quarter. In addition, this position is responsible for preparing, reviewing, and/or approving complex journal vouchers, which requires a thorough understanding of all SIGMA cost accounting and coding elements.? This position is responsible for researching accounting problems and transactions using Business Intelligence (BI) reports and specialized ad-hoc BI queries, updating and maintaining SIGMA profile structures, and assisting with SIGMA questions and issues.? This position also acts as a liaison with the divisions in providing guidance and assistance regarding indirect cost accounting processes.24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.New establishment.?25. What is the function of the work area and how does this position fit into that function?The function of this Section is to develop and maintain Department’s Cost Allocation Plans and execute them in DHHS systems.?This position will ensure all Federal and non-Federal funding sources are properly allocated and reported. This position will be responsible for reviewing, monitoring, analyzing, and correcting SIGMA financial indirect cost allocation configurations. This position will also act as a liaison with the division in providing guidance and assistance regarding indirect cost accounting processes.26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.EDUCATION:Possession of a bachelor's degree with at least 24 semester (36 term) credits in accounting.EXPERIENCE:Accountant 12Three years of professional experience performing or auditing the systematic classification and evaluation of accounting data and the preparation of related financial and managerial reports, including one year equivalent to an Accountant P11, Auditor P11, or Assistant Auditor General P11.Alternate Education and ExperienceAccountant 9 - 12Possession of a Certified Management Accountant certification (CMA) may be substituted for six months of Accountant P11 experience.ORPossession of a Certified Public Accountant certification (CPA) may be substituted for one year of Accountant experience.KNOWLEDGE, SKILLS, AND ABILITIES:Ability to understand highly technical information and communicate it to non-technical audience extremely well.Ability to work with spreadsheets, organize and analyze large volumes of data.Ability to effectively use office automation tools, such as: Word, Excel and AccessAbility to work in a complex technical environment that includes medium to large application programs in a Governmental or Business setting Knowledge of Federal Financing and Regulations Knowledge of General Accounting and principles of Financial AnalysisAdditionally as listed on the Civil Service Job Specification.??CERTIFICATES, LICENSES, REGISTRATIONS:None.?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.None. I certify that the entries on these pages are accurate and complete.HILLARY PLATTE3/12/2020Appointing 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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