Civil Service Commission
/ Position Code
1.
Capitol Commons Center, P.O. Box 30002
Lansing, MI 48909
POSITION DESCRIPTION
This 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/Agency
DHHS-Department of Health and Human Services
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Bureau of Finance and Accounting
4. Civil Service Position Code Description / 10. Division
Financial Analyst 9 – 11 / Financial Services Support Division
5. Working Title (What the agency calls the position) / 11. Section
Financial Analyst / Financial Systems Section
6. Name and Position Code Description of Direct Supervisor / 12. Unit
O’CALLAGHAN, CAROL; STATE ADMINISTRATIVE MANAGER-1 15 / SIGMA Support
7. Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Shirley Montour, SDA 17 / 235 S. Grand Ave.
Lansing, MI
14. General Summary of Function/Purpose of Position
This position functions as analyst in the statewide Michigan Administrative Information Network (MAIN)/SIGMA accounting system for the financial coding components, assisting in developing and modifying operations manuals, and policy materials. Utilizing the SIGMA accounting system, department accounting processes and working knowledge of governmental accounting principles and procedures, this position is responsible to assist in the development, establishment and ongoing accounting system maintenance/improvement. Position also focuses on financial coding integrity for the Department and assists to ensure accuracy and propriety of accounting transactions and management reporting statewide.
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 1
General Summary: / Percentage: / 25
Assists in the development of new and existing accounting structure. Thisstructure has a substantial impact on accuracy of financial reporting, projections and program information and has the potential to have a substantial negative impact on the whole department.
Individual tasks related to the duty:
- Assist with scheduling and/or attend meetings to get an understanding of the reporting needs for a programs.
- Ensure all coding is entered, accurate and will record properly the data needed for reporting at the correct level of detail.
- Review coding structure publication for the newfiscal year and assist in insuring all necessary coding elements have been developed and included.
- Attend/schedule all applicable system changes meetings that may impact coding structure.
Duty 2
General Summary: / Percentage: / 65
Responsible for SIGMA accounting system and coding components; and ensuring the accuracy of financial transaction recording. Assist in ongoing maintenance of the DHHS accounting coding structure and implementation of necessary changes to effect changes in organization, program and appropriation spending authorization.
Individual tasks related to the duty:
- Assist in establishing and maintaining an effective system for recording accurate financial transactions through accounting coding block controls.
- Review accounting coding changes to properly record changes by working with program, budget and other department staff statewide.
- Ensure timely and accurate system entry of all SIGMA coding elements necessary for proper recording of financial activity from all department operations, including Unit, Location, Object, Dept Object, Revenue Resource Object, Accounting Template, Activity, Program, Task, and Task Order Element Edit Screens.
- Assist in maintaining audit coding library to ensure that all coding changes are properly documented.
- Coordinate as necessary and attend DHHS accounting issues meetings between accounting, reporting, budget and program personnel and review implementation of effective coding measures.
- Serve as accounting DHHS liaison to other department staff concerning accounting coding issues.
- Responds to inquiries regarding accounting coding issues within the SIGMA system.
- Keeps abreast of and communicates changes affecting the SIGMA/DHHS accounting coding structure.
Duty 3
General Summary: / Percentage: / 5
Other duties as assigned and SharePoint
Individual tasks related to the duty:
- Perform duties as required for special assignments, using appropriate accounting, analytical and communication skills.
- Prepare spreadsheets, memos and letters as necessary.
- Assist in troubleshooting and analysis utilizing knowledge of SIGMA coding and system knowledge.
- Assist with maintaining Coding forms within Microsoft Sharepoint.
Duty 4
General Summary: / Percentage: / 5
Assist withSIGMA financial coding training.
Individual tasks related to the duty:
- Assist in coordinating, developing and delivering ongoing and effective accounting group training for all staff.
- Assist in developing and updating as necessary appropriate training materials, including level and content.
- Assist in providing training support as necessary.
- Ensure instruction components include: Inquiry access and interpretation, promote the understanding of staff working knowledge of DHS coding reduction elements and uses, system financial recording
Duty 5
General Summary: / Percentage:
Individual tasks related to the duty:
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Decisions concerning SIGMA financial coding, recording, and reporting that are consistent with policy and procedure. Decides what documentation to record and what to include in initial drafts of accounting policies/procedures.
17. Describe the types of decisions that require the supervisor's review.
Review of draft policies, reports and written responses to inquiries. Approval of recommendations to clear audit findings matters, which potentially could create controversy or negative consequence for the agency.
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.
Sitting for long periods of time at a desk or in front of a computer screen. Significant reading of references and documents; operate complex computer programs. Attend meetings year-around in a variety of weather conditions. Periodically move/lift heavy boxes/equipment, as requested. Must have the manual dexterity to allow for continual operation of a calculator or computer.
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 Subordinates
20. This position's responsibilities for the above-listed employees includes the following (check as many as apply):
N
/ Complete and sign service ratings.
/ N
/ Assign work.
N
/ Provide formal written counseling.
/ N
/ Approve work.
N
N
/ Approve leave requests.
/ Review work.
N
/ Approve time and attendance.
/ N
/ Provide guidance on work methods.
N
/ Orally reprimand.
/ N
/ Train 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 responsible for functioning as a Financial Analystperforming MAIN/SIGMA coding responsibilities and account activities.
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?
This work unit is responsible for the centralized accounting/financial control over the accounting system, financial integrity, development of financial reporting and development or support of systems needed to support the administration for Michigan Department of Health and Human Services. This position assists with MAIN/SIGMA financial coding components.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position.
EDUCATION:
Possession of a BA degree in any major with minimum of 24 semester or 36 term credits in one or a combination of the following: accounting, finance, or economics is required.
EXPERIENCE:
Financial Analyst 9
No specific type or amount is required.
Financial Analyst 10
One year of professional experience providing a systematic review, analysis, interpretation, and/or evaluation of budgets,
mortgages, loans, or other financial data, equivalent to a Financial Analyst 9.
Financial Analyst P11
Two years of professional experience providing a systematic review, analysis, interpretation, and/or evaluation of budgets,
mortgages, loans, or other financial data, equivalent to a Financial Analyst, including one year equivalent to a Financial
Analyst 10.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of governmental accounting principles and procedures; internal controls; state accounting systems knowledge and more preferred SIGMA.
CERTIFICATES, LICENSES, REGISTRATIONS:
n/a
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.
Supervisor
/ Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
Indicate any exceptions or additions to the statements of employee or supervisors.
I certify that the entries on these pages are accurate and complete.
/
Appointing Authority
/ Date
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.
Employee
Date