CS-214

Rev 11/2013 / Position Code
1.  ACCTTCHEB97R

State of Michigan

Civil Service Commission
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 this form 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
Department of Corrections
3.Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Corrections Facility Administration
4.Civil Service Position Code Description / 10. Division
Accounting Technician / Michigan Reformatory
5.Working Title (What the agency calls the position) / 11. Section
Accounting Technician / Administration
6.Name and Position Code Description of Direct Supervisor / 12. Unit
Bryan Griswold, Administrative Manager - 3 / Business Office
7.Name and Position Code Description of Second Level Supervisor / 13. Work Location (City and Address)/Hours of Work
Carmen Palmer, Senior Executive Warden / 1342 W. Main St., Ionia
8:00 – 4:30 PM
Mon - Fri
14. General Summary of Function/Purpose of Position
This position functions as an accounting technician performing complex audits and reconciliation in order to create reports used as the basis for projections and for decisions regarding facility budgets. These reports are used by the Facility Manager and Warden at the Facility and the Regional Office, to define the overall financial status of the facilities.
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 of Duty 1 30% of Time
Perform prisoner accounting functions assigned to the facility.
Individual tasks related to the duty.
·  Process disbursement on Trust for phone minutes, filing fees, legal postage, savings bonds, padlocks, fund raisers and other miscellaneous vendor check disbursements.
·  Process account balances and associated paperwork for parolees/discharges.
·  Post prisoner receipts.
·  Prepare Prisoner Account Affidavits.
·  Print prisoner account statements.
·  Coordinate prisoner payroll between facility and regional business office.
·  Prepare and enter indigent list on Trust monthly.
·  Answer prisoner kites and grievances.
·  Assist with reconciliation of the working fund.
· 

Duty 2

General Summary of Duty 2 25% of Time
Perform institutional accounting functions assigned to the facility.
Individual tasks related to the duty.
·  Assist regional office with resolving purchasing and account payable issued for RMI.
·  Review and approve invoices for payment and forward to the Regional Business Office.
·  Assist the Regional Business Office with verification of commodity deliveries for accounts payable when necessary.
·  Prepare miscellaneous facility warrants, i.e., employee payroll warrants, postage, etc.
·  Gather and submit monthly mileage logs to Central Office.
·  Bi-weekly print credit card purchase logs and distribute to card holders. Submit correct accounting to Regional Business Office by deadline for entry into MAIN. Verify purchases and receipts on log. Forward log along with all back up to the Regional Business Office.
·  Assist with annual equipment inventory and preparation of Equipment Report.

Duty 3

General Summary of Duty 3 25% of Time
Assist Facility Manager with the preparation of Bi-Weekly Payroll Reports, Monthly Budget reports, Monthly Projections and Spending Plan.
Individual tasks related to the duty.
·  Bi-weekly print PR-410 payroll report and update payroll distribution report.
·  Bi-weekly print overtime report and e-mail to Central office.
·  Using Business Objects and MAIN print monthly expenditure reports, encumbrance reports, and inventory reports.
·  Analyze accounting data throughout accounting periods to ensure charges are correct. Verify transactions for proper coding and accuracy.
·  Provide information to Regional Business Office with any errors found.
·  Update budget spread sheet.
·  Notify facility manager of any concerns with area budgets.
·  Distribute monthly reports to budget managers.
·  Assist with preparation of monthly projections.
·  Annually assist with preparation of Spending Plan and departmental budgets.
· 

Duty 4

General Summary of Duty 4 10% of Time
Prepare Prisoner Benefit Fund (PBF) and Prisoner Store agenda and minutes. Maintain log and track PBF purchases
Individual tasks related to the duty.
·  Prepare PBF agenda, including copies of financial statements.
·  Attend PBF and store meeting prepare minutes and distribute.
·  Distribute approved procurement request for entry into MAIN or purchase with PBF credit card.
·  Assist with preparation of annual PBF advisory budget.

Duty 5

General Summary of Duty 5 5% of Time
Custodian of State and Working Fund Petty Cash boxes.
Back-up approver for A-60 requisitions and MAIN in facility manager’s absence.
Individual tasks related to the duty.
·  Reconcile and verify petty cash boxes.
·  Replenish cash boxes as needed. Forward back-up to Regional Office for entry into MAIN.
·  Prepare and make bank deposits. Forward back-up to Regional Office for entry into MAIN.
· 

Duty 6

General Summary of Duty 6 5% of Time
Various other duties as assigned.
Individual tasks related to the duty.
·  Assist Physical Plant Supervisor with date entry into Micro Main, if needed.
·  Assist with various clerical duties, maintenance, food service, mail room, when needed.
·  Filing
·  Assist with DCDS entry when needed.
16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.
Independently determine actions needed to reconcile various reports with other accounting sources. Develop financial reports. Develop worksheets/account analysis for all special reports. Determine priority of assignments based on deadlines. Determine appropriate Index, PCA and appropriation of facility accounts. Research as necessary to resolve unique accounting issues.
17. Describe the types of decisions that require the supervisor’s review.
Interpretation of new procedures, programs, and/or law changes
18. What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.
Computer use. Setting for long periods. Working around convicted felons.
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. (If more than 10, list only classification titles and the number of employees in each classification.)
NAME / CLASS TITLE / NAME / CLASS TITLE
20. This position’s responsibilities for the above-listed employees includes the following (check as many as apply):
Complete and sign service ratings. Assign work.
Provide formal written counseling. Approve work.
Approve leave requests. Review work.
Approve time and attendance. Provide guidance on work methods.
Orally reprimand. 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 performs the most complicated technical accounting functions in the Business Office and is responsible for accuracy and validity of all accounting transactions at the facilities. Monitors expenditures to ensure budget appropriations are not exceeded, notifies management when additional funds are needed. Handles the most complex financial documents and accounts of the accounting office and reports results of analyses. Develops accounting format required for various financial reporting for the facility staff, and the accounting offices of the Department of Corrections and the Department of Management and Budget.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
This position has added micro main entry, additional report running, cashier duties and prisoner accounting fuctions. The position will have more responsibility for financial reports due to the loss of the Accountant Manager position at the facility level.
25. What is the function of the work area and how does this position fit into that function?
This unit is responsible for the financial status of prison. This position ensures accuracy of financial data and prepares reports to communicate financial position to management.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
High School diploma
EXPERIENCE:
Accounting Technician 7 - One year of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements equivalent to an Accounting Assistant E7.
Accounting Technician 8 Two years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician 7 or an Accounting Assistant 8.
Accounting Technician 9 Three years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician 8, two years equivalent to an Accounting Technician 7, or one year equivalent to an Office Supervisor with a subclass code of BKPS.
KNOWLEDGE, SKILLS, AND ABILITIES:
Thorough knowledge of bookkeeping and accounting procedures and practices. Ability to assemble, compile, and analyze pertinent data for the preparation of financial and statistical reports. Knowledge of State and interoffice computerized accounting systems. Ability to determine work priorities when multiple complex tasks must be completed.
CERTIFICATES, LICENSES, REGISTRATIONS:
None
NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for 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’s Signature Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
Indicate any exceptions or additions to statements of the employee(s) or supervisors.
I certify that the entries on these pages are accurate and complete.
Appointing Authority Signature Date
TO BE FILLED OUT BY EMPLOYEE
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’s Signature Date

NOTE: Make a copy of this form for your records.

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