Duty Statement Form 12/15/92
Position Duty Statement
|Date: |Name of Incumbent: |
|October 29, 2020 |Vacant |
|Civil Service Title: |Position Number: |
|Accounting Administrator II (Supervisor) |364-900-4542-001 |
|Working or Job Title: |Division/Unit: |
|Fund Accounting Supervisor |Internal Operation/Accounting Unit |
|Supervisor's Civil Service Title: |Location: |
| Accounting Administrator II |Sacramento |
|Supervisor's Working Title: |Work Hours/Shift: |
|Director of Accounting |Full Time |
|Conflict of Interest Disclosure Category: |License or Other Requirement: |
| 1 2 3 4 N/A |N/A |
|Supervises: |
|Direct Supervision: |
|2 – Accounting Administrator I (1- Supervisor & 1- Specialist) |
|2 – Associate Accounting Analyst |
|1 – Staff Service Analyst |
|You are a valued member of the Agency’s team. You are expected to work cooperatively with team members and others to enable the Agency to provide the highest level of |
|service possible. All Chancellor’s Office employees are focused and driven by the Vision of Success. Your creativity and productivity are encouraged. Your efforts to |
|treat others fairly, honestly and with respect are important to everyone who works with you. |
|Program Identification: |
|Provides accounting and budget services with reports for the Agency within Fi$CAL and in compliance with Generally Accepted Accounting Principles, State Controller’s |
|Office, Department of Finance, State Treasurer’s Office, California State Auditor as well as State Administrative Manual and CA Government Code and subsequent guiding |
|policies and procedures. |
|Summary Statement: |
|Under the direction of the Director of Accounting, the Accounting Administrator II plans, organizes, directs activities and supervises staff within the Fund Accounting |
|Unit within the Accounting Office. This position is responsible for the General Ledger, (ensure submodule ledgers have posted correctly) and the oversight of the Fund |
|Accounting of all funds which make up $10 Billion of local assistance and support funding. Additionally, oversees the Fund Accounting for Bonds and Capital Outlay |
|projects. This includes the timely reconciliation of funds and accounts and producing the year-end financial statements. Responsibilities also include the overall |
|leadership, structure and guidance of these functions within the agency. |
|Essential Functions (E) – Marginal Functions (M) |
|% |Job Description |
|40% (E) |Supervision – Plan, organize, and direct the activities and functions of professional and technical accounting staff within the Fund Accounting Unit. The |
| |oversight activities include, but are not limited to of the following: |
| |General Ledger for all funds and support budget tracking for Division wide budgets, |
| |The timely reconciliations of accounts and all funds of the organization. This includes bank reconciliation (Office Revolving Fund, and Uncleared |
| |Collection Account). |
| |Fund accounting for the Local Assistance Appropriation ensuring proper accounts and chartfield information is properly recorded. Work with programs as a |
| |liaison for the State Controller’s Office, (SCO) |
| |Fund accounting for bond and capital outlay projects |
| |Maintain the agency’s Plan of Financial Adjustment and cost distribution processes. |
| |Maintain the publication of year-to-date Budget to Actual Reports and provide support to the Divisions in interpreting reports. |
| |Manage cash analysis to ensure cash balances are maintained. |
| |Manage the month end close process and ensure FI$Cal dashboards are up to date. |
| |Manage the year-end process including accruals, building the Budgetary Legal Ledger, and the completion of year-end financial Statements. |
| |Monitor unit processes to ensure internal controls are followed and alert accounting management if internal control issues arise. |
| |Monitor staff assignments and make adjustments as needed. |
| |Conduct and participate in regular staff meetings, update and track staff assignments, communicate information and expectations to staff. |
| |Provide continuous training, evaluation, and feedback to employees to ensure they are meeting minimum performance requirements. |
| |Lead staff in analyzing, reviewing, and documenting existing procedures and processes and make recommendations for change, workload analysis and |
| |cross/backfill training |
| | |
|30% (E) |Supervision – |
| |Recruit, train, and evaluate the performance of subordinate staff. Promote customer satisfaction and quality service, assist in increasing employee’s |
| |knowledge base and overall work performance, initiate or recommend changes that promote innovative solutions to meet customer needs and positive team |
| |building. Coordinate staffing and personnel actions in order to accomplish objectives consistent with unit, Division and Department goals and objectives. |
| |Strengthen performance by defining and communicating job duties and expectations; reviewing work products; providing feedback; completing probationary and |
| |annual reviews, and identifying training and cross-training needs to maintain superior work quality. Encourage and guide career development of staff. |
| |Implement program, administrative, and personnel policies and procedures by communicating with staff to ensure policies are employed fairly, effectively, |
| |consistently, and efficiently. Oversee the review of work products for accuracy and completeness to ensure compliance with Generally Accepted Accounting |
| |Principles, State Controller’s Office, State Treasurer’s Office, Department of Finance, FI$Cal, and the California Community Colleges, federal and State |
| |policies, laws and regulations. |
| |Participate in merit-based hiring, promotion, and employee development by applying the Departments personnel directives (e.g., Equal Employment Opportunity |
| |Policy Directive and Sexual Harassment Prevention Directive) to ensure a productive work environment that is free from discrimination and harassment. |
| | |
| | |
|15% (E) |Attend relevant FI$Cal Meetings, Trainings, Webinars, and Workshops to keep up with the changes in FI$Cal and act as the agency liaison in all aspects |
| |related to FI$Cal; represent department by actively participating and providing input during sessions/meetings; advise management and associated accounting |
| |and program staff of FI$Cal updates; Prepare FI$Cal and Accounting written policy and procedures for accounting staff. |
|10% (E) |Effectively communicate with the Director of Accounting and management to keep them informed of the current and forecasted financial position of the |
| |Department and its programs, including any issues and risks related to accounting procedures, processes, policies, technical issues, proposed legislation, |
| |or upcoming programmatic changes. Meet with Programs, Budgets and Division Executives on a regular basis to ensure encumbrances and expenditures are |
| |monitored by Division and program. |
|5% (M) |Acts as lead in the absence of the Director of Accounting and performs other duties as needed. |
| |
|IMPACT AND CONSEQUENCE OF ERROR: |
|Failure to provide accurate financial information may result in the failure to carry out program-mandated requirements, loss of creditability by State and federal |
|control agencies and other major departmental ramifications such as loss of fiscal year funding for the multiple funds and programs. |
|Failure to perform supervisory duties could result in inaccurate monthly and annual reports; cash-flow issues which impact monthly payroll; increased cost to Agency for|
|payment penalties; negatively impact projects if funds are not disbursed timely; and critical audit findings. |
|PROFESSIONAL CONTACTS: |
|Frequent contact with CCCCO staff at all levels |
|Frequent contact with other State agencies |
|SPECIAL PERSONAL CHARACTERISTICS: |
|Ability to take initiative with minimal guidance or direction. |
|Ability to work independently, as well as, collaboratively as a team member |
|Ability to manage, delegate and oversee work |
|Strong oral and written communication skills especially presentation and facilitation capabilities |
|Strong analytical, research, and presentation skills |
|Positive attitude, open-mindedness, flexibility, and tact. |
|Commitment to quality customer service that exceeds the customer’s expectations. |
|Excellent organizational and project management skills |
|Focus attention to detail and follow-through. |
|Multitask, meet deadlines, and adjust to changing priorities in a cooperative manner. |
|Good attendance and punctuality record. |
|Consistently exercise a high degree of initiative and accuracy. |
|Analyze situation and adopt effective course of action. |
|Willing to work outside of normal business hours |
|Maintain confidentiality of sensitive, personnel related work. |
|Working proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. |
|Communicate confidently and courteously in a clear and concise manner in a diverse community |
|WORKING AND ENVIRONMENTAL CONDITIONS |
|Ability to use standard computer, ten key and office machines. |
|Proficient with computer technology and software programs. |
|Communicate in a clear and concise manner |
|Work in a climate-controlled, open office environment under artificial lighting. |
|Exposure to computer screens and other basic office equipment. |
|Ability to telework during COVID pandemic |
|I have read and understand all the requirements and information above and discussed the duties listed above with my supervisor and can perform them either with or |
|without reasonable accommodation (RA). (If you believe you may require RA, please discuss this with your hiring supervisor. If you are unsure whether you require RA, |
|inform the hiring supervisor who will discuss your concerns with the RA Coordinator.) |
|Employee Signature: |Date: |
| |
|I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above. |
|Supervisor Signature: |Date: |
| |
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