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: |

| |

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download