Duty Statement - California



|duty statement |

|Class Title |Position Number |

|Accounting Administrator I, Specialist |808-410-4552-003 |

|COI Classification | |

|Yes |No |

|Unit |

|General Ledger Units & Service Center: General Ledger |

|Section |

|Accounting Section |

|Branch |

|Division |

|Fiscal Division: Financial Management Division |

This position requires the incumbent maintain consistent and regular attendance; communicate effectively (orally and in writing if both appropriate) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, and equipment; complete assignments in a timely and efficient manner; and, adhere to departmental policies and procedures regarding attendance, leave, and conduct.

Job Summary: Under the general direction of the Accounting Administrator II of the General Ledger (GL) Unit, this position performs monthly fund reconciliations for the highly complex Federal Trust Fund, Proposition (Prop) 56 funds, and other funds. Required as part of the annual Single Audit, this position prepares, in collaboration with the Federal Reporting unit and Programs, the Schedule of Expenditures of Federal Awards Report and the Management Representation Letter (MRL). This position is also responsible for preparing fund analysis, complex Generally Accepted Accounting Principle (GAAP) accruals based on Medi-Cal Program activity and GAAP accruals for funds on a cash basis for inclusion in the State Controller’s Office (SCO) Comprehensive Annual Financial Report, as well as fiscal year-end Budgetary/Legal Basis Fund Financial Statements for inclusion in the SCO’s Budgetary/Legal Basis Annual Report, and the Detailed Fund Balance Reconciliations to assist Budgets in preparing the Fund Condition Statements in the Governor’s Budget, and Legislative Bill Analysis. This position monitors the preparation and dissemination of the fiscal year-end letters communicating information required and deadlines for processing year-end activities, as part of the year-end work plan.

Supervision Received: Under the direction of the Accounting Administrator II, performs professional duties in the establishment and maintenance of accounts and records.

Supervision Exercised: None.

Description of Duties: Prepare the highly complex Federal Trust Fund, Prop 56 Funds, and other fund reconciliations, and update the outstanding reconciling item list. Prepare the Federal Expenditure Report data and upload to the Single Audit database, as well as the MRL and variance analysis. Prepare Budgetary/Legal Basis Year-end financial statements and GAAP accruals. Prepare and coordinate Year-end letter preparation as part of the Accounting Divisions year-end work plan activities. Provide assistance to Departmental management regarding the more complex fiscal policies and procedures, conduct special studies, prepare factual reports and make appropriate recommendations. Act a lead in the GL Unit, assist other staff and review fund reconciliations. This incumbent must possess the ability to manage multiple priorities in a large complex accounting setting and meet regular and ongoing deadlines.

Percent of Time Essential Functions

40% Prepare the highly complex monthly fund reconciliations for the Federal Trust Fund, Prop 56 funds, and other special funds. Research and analyze the discrepancies between the SCO and FI$Cal system and identify reconciling items. Communicate reconciling items to the appropriate Accounting unit, and follow up with accounting staff to review, verify, and ensure all the reconciling items are resolved and all necessary corrections are posted to the appropriate module and Period in the FI$Cal System.

30% As a staff specialist and a lead of the GL Unit, assist the Accounting Administrator II with multiple highly complex fiscal responsibilities, including the monthly reconciliation of the Federal Trust Fund and other funds, and annually, the fiscal year-end activities such as drafting and or/monitoring the year-end letters/emails and ; initiating, conducting, and co-chairing year-end meetings with Accounting supervisors and managers; and coordinating year-end activities for all Accounting sections to ensure the year-end financial statements are completed accurately and in a timely manner to meet the SCO deadlines. Work closely with the department’s Systems unit to establish new appropriations and Service Locations (cost accounts). Prepare the most difficult year-end financial statements including the Federal Trust Fund and other special funds in conformance with both the Budgetary/Legal basis and GAAP basis, as well as the detailed fund reconciliation reports (DF303s) required annually by the Department of Finance to assist with preparation of the Fund Condition Statements in the Governor’s Budget; and prepare the GAAP year-end accruals for special funds.

20% As a lead of General Ledger unit, review other fund reconciliations prepared by supporting staff and train new General Ledger staff if needed. Work with control agencies to resolve any fiscal issues. Perform research and complete special projects as assigned. Research and analyze fiscal issues and provide recommendations to management by preparing issue papers and/or analysis reports. Prepare meeting recaps after meetings with other agencies and program staff.

Percent of Time Marginal Functions

5% Provide assistance to Departmental management regarding the more complex fiscal policies and procedures, conduct special studies, prepare factual reports and make appropriate recommendations.

5% Other duties as required.

Work Expectations:

• Arrive to work on time and is fully accountable for working an eight-hour day.

• Effectively plan, organize and prioritize work.

• Manage multiple and/or changing priorities in a fast paced/deadline driven environment with time sensitive projects.

• Follow through and ensure deadlines are met.

• Proficient in Microsoft Excel, Word and Outlook.

• Communicate in a clear and concise manner effectively both orally and in writing.

• Keep self and others informed of important issues, problems and events.

• Occasionally may be required to work overtime.

• Attend all scheduled meetings and mandatory trainings

• Understand, follow and enforce departmental policies and protocol.

Working Environment/Conditions:

• Work in a high-rise building.

• Typical work requires prolonged sitting using a computer, calculator and telephone.

• Common eye, hand, and finger dexterity is required for most essential functions.

• Grasping and making repetitive hand movements in the performance of daily duties.

• Some carrying/moving of objects up to twenty pounds.

• Understand, follow and enforce all safety rules and procedures.

Interpersonal Skills:

• Establish and maintain the confidence and cooperation of others contacted during the course of work.

• Use tact and good judgment interacting professionally with all levels of management, staff and the public.

• Ability to work independently.

• Foster a team environment and provide positive direction.

• Flexible and adaptable to change.

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|Employee’s signature |Date |Supervisor’ signature |Date |

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