Duty Statement - California



|duty statement |

|Class Title |Position Number |

|Accounting Administrator I, Supervisor |808-410-4549-XXX |

|COI Classification | |

|Yes |No |

|Unit |

|General Ledger Units & Service Center: General Ledger / GAAP |

|Section |

|Accounting Section |

|Branch |

|- |

|Division |

|Fiscal: 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: The General Ledger (GL) Unit manager is responsible for preparing Generally Accepted Accounting Principles (GAAP) accruals, responding to audit requests/inquires related to the GAAP and Budgetary/Legal Basis accruals from State auditors, monitoring the preparation of and reviewing the state funds reconciliations, financial statements, detailed fund balance reconciliations, and staff work to ensure completed to meet monthly and year-end deadlines.

Supervision Received: Under the direction of an Accounting Administrator II.

Supervision Exercised: This position directly supervises five staff in carrying out the accounting reconciliation, analysis and reporting activities. Staff include four (4) Associate Accounting Analysts and one (1) Accounting Officer, Specialist.

Description of Duties: Under the direction of an Accounting Administrator II, the position is responsible for the supervision, operation and control of the General Ledger/GAAP Unit. This will include responsibility for planning, assigning, directing, reviewing, and evaluating the work of professional accounting staff.

Percent of Time Essential Functions

55% Prepare GAAP accrual training materials and conduct GAAP accrual training for Program and Accounting staff; work with Medi-Cal Program staff to prepare the more complex GAAP accruals; consolidate the GAAP accruals at year-end; Respond to audit inquires/requests from State auditors for GAAP and Budgetary/Legal Basis accruals. Review complex monthly fund reconciliations for state funds and other reconciliations; work with other Accounting units to clear all reconciliation items before year-end; review year-end Budgetary/Legal Basis financial statements to ensure the reports are in compliance with the State Controller’s Office’s (SCO) reporting requirements, the Governor’s Budget, and Budget Act. Oversee and review the preparation of the Detailed Fund Balance reconciliations. Oversee the preparation of and review the Incurred by Not Reported Report (IBNR), based on GAAP accruals. Ensure reconciliations, year-end statements, and accruals are produced timely to meet deadlines specified by the various Control Agencies.

20% Plan, direct, monitor and evaluate work of staff including hiring, training, and reviewing and updating, as necessary, various desk procedures. Prepare workload analysis, statistical reports, and the work plan for the unit. Develop training plans, provide training to the GL staff, and establish unit goals and priorities.

10% Monitor existing Special Deposit Fund Accounts and work with the Department of Finance and Programs to process AUD10’s to ensure existing account’s availability does not lapse and/or to request new accounts, upon Program’s request. Monitor and update Plan of Financial Adjustment letters as required. Assist in the preparation of Budget Change Proposals. Review and interpret budget bills on behalf of the Accounting Section to ensure programs and funds are being created and accounted for in compliance with legislation.

Percent of Time Marginal Functions

10% Respond to auditors and special requests and perform other related duties associated with the GL accounting activities.

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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