Position Description - Pierce
CS-214
Rev 11/2013
State ofMichiganCivilServiceCommission
CapitolCommonsCenter,P.O.Box30002Lansing,MI48909
POSITIONDESCRIPTION
Thispositiondescriptionservesastheofficialclassificationdocumentofrecordforthisposition.Pleasecompletethisformasaccuratelyasyoucanasthepositiondescriptionisusedtodeterminetheproperclassificationoftheposition.
2.Employee’sName(Last,First,M.I.)8.Department/Agency
Corrections
VACANT
3.EmployeeIdentificationNumber9.Bureau(Institution,Board,orCommission)
BudgetandOperationsAdministration
4.CivilServicePositionCodeDescription10.Division
AccountingTechnician-E/A(7-10)Finance
5.WorkingTitle(Whattheagencycallstheposition)11.Section
AccountingTechnician-E/A(7-10)Accounting
6.NameandPositionCodeDescriptionofDirectSupervisor12.Unit
Redey,BidhanA;StateAdministrativeManager-115AccountsPayable
7.NameandPositionCodeDescriptionofSecondLevelSupervisor13.WorkLocation(CityandAddress)/HoursofWork
Pike,ShannonL;StateDivisionAdministrator17GrandviewPlaza-206E.MichiganAve.,Lansing,MI48933
8:00am-5:00pm,Monday-Friday
14. GeneralSummaryofFunction/PurposeofPosition
Thispositionisinvolvedinavarietyofaccountingactivities.Asaleadworker,thispositionisresponsibleforalltransactions,includingthemostcomplex,relatingtoprocurementcardtransactions,accountcoding,BPOreleases,etc.AgoodknowledgeandexperienceusingMAIN(ADPICSandR*STARS);compliancewithgenerallyacceptedaccountingprinciplesandotherregulatoryrequirements;abilitytointerpretcomplexcontractlanguageanddevelopandimplementpolicies,procedures,andothersoftwareusedinthepositionarerequired.ThispositionwillalsoassistinreviewingandapprovingADPICSpaymentsforaccountspayablestaff.Thispositionwillmonitorandperformaccountingtransactionsforsupplementalpayroll,workmancompensationpayments,EFTreturnsandreplacementandwarrantreplacementsforemployeepaychecks.Also,this position is responsible for review, pre-audit and preparing contractual and other health care payment accurately and in a timely manner.
15. Pleasedescribetheassignedduties,percentoftimespentperformingeach duty,andwhatisdonetocompleteeachduty.Listthe dutiesfrom mostimportanttoleastimportant. Thetotalpercentageofalldutiesperformedmustequal100percent.
Duty1
GeneralSummaryofDuty1%of Time 40
Review,ApproveandreconcilepaymentsprocessedbyaccountingassistantsofthesectionaccordingtoGAAP.Ensurethatthepaymentsareprocessedincompliancewiththecontract.Thegoodknowledgeofcontractlanguagewillensurepaymentsinatimelymannerandatacontractednegotiatedrate.Approvevendorpaymentsinatimelymanner.
Individualtasksrelatedtotheduty.
- Reviewvendorpaymentsprocessedbyaccountingassistants.
- Performsauditchecksandreviewcontractforpricingandnegotiatedterms.
- ReviewscomplextransactionsrelatingtoMAINFACS.
- Preparesjournalvoucherstocorrectaccountingrecords.
- Auditspaymentdocumentsforaccuracyandtimeliness.
- Determinesappropriatefundingforexpenditureandaccountcodeswithproperindex,PCAandagencyobjectcodeforprocessingonMAIN.
- Ensuresthatalldocumentsaresubmittedtimely.Contactvendorstoobtaininvoicesandfollowsuponpastdueaccounts.
Duty2
GeneralSummaryofDuty2%of Time 20
Runreports,reviewandauditcontractualservicesinvoicesandreconcilethemtoMDOCreportsonUltraTime.Reconcilehoursworkedandpreparepaymentperthevendorcontracttermsandrates.
Individualtasksrelatedtotheduty.
- Auditandprocessweekly/bi-weeklycontractualhours.
- ReconcilehourstoreportsrunanddownloadedfromUltra-Time.
- Preparepaymentfromhoursworkedatanhourlyrateatvendorcontractterms.
- Ensurethepaymentisprocessedandpostedbyaccountingstaff.
- Approvepaymentsinatimely mannerforthecontractualservicehoursassomeareprocessedbi-weekly.
- Resolveanyissuesorunreconciledhourswithvendor.ThiswouldincludeallcontractualservicesvendorprovidingMedicalandMentalHealthService.
Duty3
GeneralSummaryofDuty3%of Time 20
EmployeePayrollSupplemental,WorkmanCompensations,PayrollReplacementsandEFTcancellationre-issue.UnionLeaveBuyBack,coding,billingandreconciliation.
Individualtasksrelatedtotheduty.
- Process,ReviewandReconcileEmployeePayrollSupplemental,WorkmanCompensations,PayrollReplacementsandEFTcancellationre-issuefromPayrollClearingFund.
- Inatimelymanner,invoiceUnionsforanyleavebybackfortheMDOCemployee.Recordpaymentsreceivedandreconcileonamonthlybasis.
- Reporttothesupervisoronthestatusofboththeabovedutiesorhaveanyissues.
- HandleAnnualLeaveBuyBack(ALBB)requestsandreconciliationwithOFMinformation.
Duty4
GeneralSummaryofDuty4%of Time 20
Dutiesasassignedbythesupervisororthe manageroftheunitsuchasprocessingJournalvouchersatfiscalyear-end.RunbusinessObjectsreportstoreviewencumbrances,openaccountspayablesandreceivables.Serveasaback-upstaffpersonforMAINFACSsecurityadministrator.
Individualtasksrelatedtotheduty.
- TakeleadandassisttheChiefAccountantwithon-goingspecialprojects.
- Reviewfundingforhealthcareand mentalhealthcarepaymentsandnotifymanagerwhenappropriationsareabouttorunoutoffundsforvendororotherpayments.
- TakedirectionsfromtheChiefAccountantonthisprojectasand whenneeded.
- RunBusinessObjectsReportforpaymentstovendorandreconciletoappropriationsasneeded.
- ReconcileandrelcassAccountingTransactionsaspertheproceduresfromOFM-FinancialManagementGuide(FMG)andinaccordwithGenerallyAcceptedAccountingPrinciples(GAAP).
- SubmitsecurityrequeststoOFMinabsenceoftheASA.
- ForwardpasswordresetrequeststoOFMhelpdeskfortheusers.
16. Describethetypesofdecisionsmadeindependentlyinthispositionandtellwhoorwhatisaffectedbythosedecisions.
DetermineproperaccountingprinciplesandDepartmentpoliciestoensureexpendituresareaccurateandvalid.Researchactionnecessarytoresolveuniqueaccountingproblems.Developmentofworksheet/accountanalysisforspecialreports.Routinelyanswerquestionsandresearch/resolveproblemsrelatedtospecialtywithsupervisoryassistance.Thispositionisinvolvedindevelopingprocedurestoimprovesystemoperations.
17. Describethetypesof decisionsthatrequirethesupervisor’sreview.
Whenpolicyorinstructioninunclear;whenconfronted withaproblemthathasnotbeencoveredintrainingorpreviouslyaddressed.Whendeviationfromprocedureisrequestedinspecialcircumstances.
18. Whatkindof physicaleffortisusedtoperformthisjob?Whatenvironmentalconditionsisthispositionphysicallyexposedtoonthejob?Indicatetheamountoftimeandintensityofeachactivityandcondition.Refertoinstructions.
Thispositionisconstantlyundertimepressures.Remainingatthetelephone,computersystemorofficetoobtain informationandinputdata.Thispositionrequiresself-determinationofprioritiesand workflow.Mustuseindependentjudgmentformostsituations.Whilethispositiondoesnothavesupervisoryresponsibilities,itrequirestheabilityto meettheneedsofavarietyofdifferentindividualsrepresentingawiderangeofviewpointsandlevelsofexpertise.Italsorequiresanabilitytodifferentiateanddeterminedifferentmethodsofhandlingforwhatappeartobe,butarenot,comparablesituations.
19. Listthenamesandpositioncodedescriptionsofeachclassifiedemployeewhomthispositionimmediatelysupervisesoroverseesonafull-time,on-goingbasis.(Ifmorethan10,listonlyclassificationtitlesandthenumberofemployeesineachclassification.)
NAME / CLASSTITLE / NAME / CLASSTITLE
20. Thisposition’sresponsibilitiesfortheabove-listedemployeesincludesthefollowing(checkasmanyasapply):
Completeandsignserviceratings.Assignwork.
Provideformalwrittencounseling.Approvework.
Approveleaverequests.Reviewwork.
Approvetimeandattendance.Provideguidanceonworkmethods.
Orallyreprimand.Trainemployeesinthework.
22.DoyouagreewiththeresponsesforItems1through20?Ifnot,whichitemsdoyoudisagreewithandwhy?
Yes
23. Whataretheessentialfunctionsofthisposition?
Thispositionfunctionsasalead worker withaccountingassistanceinouraccountspayablesection.Thispositionalsoreviewpaymentdocuments,includingthoseforcontractualservicesandmaintainsfinancialcontrolrecords,includingdecliningbalancesoncontractsandCS-138s.
24. Indicatespecificallyhowtheposition’sdutiesandresponsibilitieshavechangedsincethepositionwaslastreviewed.
Asanexperiencedandadvancedlevelaccountingtechnician,hasbecomemoreinvolvedintheoveralloperationsoftheAccountsPayableUnitandhasassumedmoreprogrammaticresponsibilities.Thispositionwillworkwithaccountspayablestaffandthevendorandhelpthemwithanyproblemsandconcerns.
25. Whatisthefunctionoftheworkareaandhowdoesthispositionfitintothatfunction?
Thispositionisinthefinancearea.ThispositionassiststheManagerconcerningissuesrelatingtoprocessimprovement.Thispositionwillworkwithaccountspayablestaffandthevendorandhelpthemwithanyproblemsandconcerns.
26. Whataretheminimumeducationandexperiencequalificationsneededtoperformtheessentialfunctionsofthisposition?
EDUCATION:
Educationtypicallyacquiredthroughcompletionofhighschool.
EXPERIENCE:
Oneyearofexperienceinvolvingpostingtoledgeraccounts,reconcilingaccounts,executingadjustments,andpreparingfinancialstatementsequivalenttoanAccountingAssistantE7.
KNOWLEDGE,SKILLS,ANDABILITIES:
Knowledgeofgovernmentalaccountingpractices,automatedaccountingsystems,businessmanagementpractices,techniquesusedinidentifyingerrors,officeequipment,andgovernmentalbudgetingprocedures.Theabilitytoanalyzefinancialrecordstoplanandorganizeofficeprocedures,tocollectandorganizeaccountingdata,tomakeaccuratemathematicalcomputationstoassembleandcompiledatainthepreparationoffinancialandstatisticalreports,andtocommunicateeffectivelybothverballyandinwriting.
CERTIFICATES,LICENSES,REGISTRATIONS:
None
NOTE: Civil Service approval of thisposition doesnotconstituteagreement withor acceptance of the desirable qualificationsfor this position.
I certifythattheinformationpresented inthispositiondescriptionprovides a completeandaccuratedepiction ofthe dutiesandresponsibilitiesassignedtothisposition.
Supervisor’sSignatureDate
TOBEFILLEDOUTBYAPPOINTINGAUTHORITY
Indicateanyexceptionsoradditionstostatementsoftheemployee(s)orsupervisors.
I certifythattheentries onthesepagesareaccurateandcomplete.
AppointingAuthoritySignatureDate
TOBEFILLEDOUTBYEMPLOYEE
I certifythattheinformationpresented inthispositiondescriptionprovides a completeandaccuratedepiction ofthe dutiesandresponsibilitiesassignedtothisposition.
Employee’sSignatureDate