CS-214 PC / 1. Position Number
8-93 / FINAMGR3A44N
State of Michigan
Department of Civil Service
Classification and Selection Operations Bureau
Classification Division
A portion of this information is
protected by federal privacy laws
and/or state confidentiality
requirements. / POSITION DESCRIPTION / AUTHORITY: In accordance
with Article XI, Section 6,
Michigan Constitution on 1963
and Public Act 431 of 1984.
This form will serve as the official classification document of record for this position. Please take time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THIS PAGE SHOULD BE FILLED OUT BY SUPERVISOR/APPOINTING AUTHORITY.
2. Name of Incumbent (Last, First, M.I.) / 8. Department/Agency
Agriculture and Rural Development
3. Social Security Number / 9. Bureau (Institution, Board, or Commission)
4. Civil Service Classification of Position / 10. Division
Financial Manager-3 / Environmental Stewardship
5. Working Title of Position / 11. Section
Business Manager / Administration
6. Name and Classification of Immediate Supervisor / 12. Unit
James Johnson, State Office Administrator 17 / Business
7. Name and Classification of Next Level Supervisor
Gordon Wenk, Senior Chief Deputy Director 21 / 13. Work Location (City and Address)/Hours of Work
Constitution Hall
525 W. Allegan Street, Lansing, MI 48933
Monday – Friday, 8:00 a.m. – 5:00 p.m.
14. General Summary of Function/Purpose of Position
This position provides complex financial management services for programs inthe Michigan Department of Agriculture and Rural Development (MDARD), Environmental Stewardship Division (ESD),with a budget of over $15,000,000, and provides first line supervision to Business Unit staff.
This position is responsible for: the development of the division budget, monitoring revenue and expenditure levels; administering grants, contracts, and cooperative agreements; advising division director and program managers on all administrative activities pertinent to their area of responsibility; providing input on program planning and policy development; representing the division at meetings; and developing staff capacity within the Business Unit.
For Civil Service Use Only
15. Please describe your assigned duties, percent of time spent performing the duty, and explain what is done to complete the duty. List duties in order of importance from most important to least important.
Duty 1Division Budget Management40% of Time
The individual in this position is responsible for all aspects of the division’s budget, appropriations, and spending.
Individual tasks related to the duty.
  • Develop and track modifications to annual budget request, current service baseline adjustment requests, budgetary allotment schedules, and subsequent spending plans.
  • Prepare requests for legislative appropriation transfers and supplemental appropriations.
  • Evaluate legislative bills for implications to program areas within the division. Develop cost estimates for programming proposed for implementation within the division.
  • Review program expenditure requests from management for conformance with spending plan, program goals, and objectives, making recommendations for appropriate resource allocation.
  • Implement required solutions for budgetary adjustments.
  • Assess and recommend Michigan Administration Information Network (MAIN) profile information.
  • Oversee the division’s Data Collection Distribution System (DCDS).
  • Extract data from State of Michigan information systems using Business Objects
  • Track restricted revenue sources, establish revenue projections, and clarify projection uncertainty as a component of budget development and expenditure management.
  • Track financial expenditures by program, index, object code, and vendor. Integrate historic spending patterns and information on new projects into spending plans.
  • Serve as division representative in the conversion from MAIN to Sigma financial management tools.

Duty 2 – Grants Management 10% of Time
The individual in this position is responsible for development of grant language, processing outgoing grants, and grant payment procedures.
Individual tasks related to the duty
  • Serve as financial administrator for the division’s grants, contracts, memorandums of understanding, and cooperative agreements. Direct the development and maintenance of these activities.
  • Work directly with department staff, governmental agencies,federal partners, and private vendors on contract and grant language development and approval processes
  • Work with program managers and regional coordinators working with local partners to establish a grants development, financial coding structure, deliverables monitoring, audit trail, and grant payment process.
  • Monitor agreement requirements for adherence to stated reporting and billing language. Contact appropriate representatives for conformance to objectives.
  • Work in cooperation withthe Operational Services Central Licensing (OSCL) Divisionto authorize disposition of grants.

Duty 3 – Budget Unit Leadership 10% of Time
Work with division director and Business Unit staff to form a cohesive and effective workgroup that will improve the business efficiency of all programs within the division and share both best practices and lessons learned within the department.
Individual tasks related to this duty
  • Oversee the procurement and operation of physical assets, equipment, services, and supplies such as state vehicles, equipment, computers, computer peripherals, and telecommunications.
  • Oversee implementation of departmental timekeeping, travel cost reimbursement, and metric reporting systems.
  • Identify business information management/database development needs and facilitate obtaining the tools staff need to perform with speed and accuracy.
  • Facilitate successful completion of financial audits and implementation of applicable corrective action plans.
  • Establish performance metrics and balanced scorecard structures for Business Unit operations.
  • Analyze on-going program operations and recommend modifications of policies and procedures to meet commitments more effectively.
  • Monitor paper and electronic records management and retention schedules.
  • Identify opportunities for improvement of business practices within the division and facilitate their implementation.

Duty 4 – Coordination and Communication 10% of Time
Coordinate division budget development and management with both internal and external partners.
Individual tasks related to this duty
  • Serve as division liaison to the department’s budget officer, coordinating assessments, and departmental monitoring of spending, revenues, and appropriations.
  • Serve as division liaison to the State of Michigan Accounting Services Center, working with them to resolve budget coding issues and to ensure financial protocols are being followed.
  • Work with the OSCL Division to coordinate revenue and financial processing procedures.
  • Plan, coordinate, and train staff in the financial analysis activities of the division.
  • Provide information to the Department of Technology Management and Budget’s Office of Financial Management, the State Budget Office, and the legislature.
  • Advise division director, deputy division director, and program managers on all budgetary matters; providing information as needed to division director; participating in monthly management team meetings; and providing periodic one-on-one updates to management and program staff.
  • Serve as interim backup to other divisions in the event of a vacancy, unexpected, or extended leave.
  • Provide guidance and direction to Michigan’s conservation districts for the implementation of business processes consistent with the Uniform Budgeting and Accounting Act (Act 2 of 1968).

Duty 5- Staff Management 15% of Time
Assign and coordinate tasks. Establish clear work expectations and standard operating procedures. Establish metrics and systems for the evaluation of the quality, quantity, and timeliness of work being performed.
Individual tasks related to the duty.
  • Coordinate work by scheduling assignments and directing work of employees.
  • Review assignment work products, provide feedback, and approve completed assignments.
  • Conduct bi-weekly reviews of direct reports. Reviews include an evaluation and discussion on the quality, quantity, and timeliness of their work along with appropriate competencies.
  • Document the occurrence and issues discussed during bi-weekly staff reviews.
  • Coordinate field and program staff activities with other ESD program managers to optimize the cost of program delivery.
  • Identify opportunities to improve staff core competencies. Lead staff through the changes necessary to facilitate those improvement efforts.
  • Conduct staff performance reviews in a timely manner.
  • Communicate programmatic progress and staff performance to leadership in a clear and consistent manner.
  • Review leave requests, timesheets, travel vouchers, procurement card reports, alternate work schedules, supplemental employment notifications, and training requests for potential approval.
  • Select and assign staff, ensuring equal employment opportunity in hiring and promotions, identifies staff development needs and ensures that training is obtained; ensures that proper labor relations and conditions of employment are maintained.
  • When needed, initiate action to correct performance and/or behavior problems with employees.
  • Provide orientation for new employees and facilitate continuous education of staff within the Business Unit.

Duty 6 - Organizational Excellence 15% of Time
Business Unit infrastructure and capacity development.
Individual tasks related to the duty.
  • Ensure current strategic alignment between programmatic mission, goals, and day to day operations
  • Develop and maintain outreach, program branding, display, and communications materials.
  • Collect and publish performance metrics via annual reporting template(s) and Departmental scorecards.
  • Facilitate the provision and utilization of appropriate information technology by program staff and partners.
  • Implement retention schedules for paper and electronic documents and records.
  • Support performance and internal control audits
  • Provide strategic analysis of legislation and rules impacting environmental and conservation programs.
  • Establish and maintain essential communication process.
  • Identify staff development and training needs, ensuring that training is obtained.

16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary.
Independent decisions are made in the management of Business Unit activities assigning and prioritizing work tasks, proper accounting practices, and funding allocations.
17. Describe the types of decisions that require your supervisor's review.
Supervisor’s review is necessary when questions arise which may require interpretation of specific laws or regulations, deviations from established division policies, establishment of precedents with implications outside of the Business Unit, or when an issue is highly sensitive, political, or requires legislative and/or media response.
18. What kind of physical effort do you use to perform your job? What environmental conditions are you physically exposed to on your job? Indicate the amount of time and intensity of each condition. Refer to instructions on page 2.
This is an office position that requires prolonged sitting at a computer, regular kneeling, stooping, and bending around office equipment. Environmental conditions include those typical to an office environment; periodic loud equipment and occasional exposure to air-borne dusts. Occasional overnight travel may be necessary for training. Opportunities may be available to join field staff to gain a better understanding of division operations.
19. List the names and class titles of classified employees whom you immediately supervise or oversee on a full-time ongoing basis (if more than 10, list only titles and number of employees in each class).
NAME / CLASS TITLE / NAME / CLASS TITLE
Robert Pigg
Brenda Moore / Resource Specialist 13
DepartmentalAnalyst 12 / Carrie Fidler
Stacy Smith / Departmental Technician 8
Departmental Technician 8
20. My responsibility for the above-listed employees includes the following (check as many as apply):
X / Complete and sign service ratings / X / Assign work
X / Provide formal written counseling / X / Approve work
X / Approve sick and annual leave requests / X / Review work
X / Review and Approve time in DCDS / X / Provide guidance on work methods
X / Orally reprimand / X / Train employees in the work
21. I CERTIFY THAT THE ABOVE ANSWERS ARE MY OWN AND ARE ACCURATE AND COMPLETE.
Signature / Date
TO BE FILLED OUT BY IMMEDIATE SUPERVISOR
22. Do you agree with the responses from the employee for Items 1 through 18? If not, which items do you disagree with and why?
Yes.
23. WHAT ARE THE ESSENTIAL DUTIES OF THIS POSITION?
This position functions as the professional manager of the Environmental Stewardship Division’sBusiness Unit. This position acts as a liaison on budget, personnel, and staffing issues to department and division staff, industry, universities, environmental groups, and various other state/federal agencies. This position assists the division director in the development of the overall division budget, as well as monitors expenditure and revenue levels. This position advises division director and program managers on all administrative activities pertinent to their area of responsibility.
24. Indicate specifically how the job's duties and responsibilities have changed since the position was last reviewed.
The division has reorganized, establishing a Business Unit to support all financial, grant reporting, and asset functions within the division.
25. What is the function of the work area and how does this position fit into that function?
The Business Unit manages and administers all division programs and ensures resources are available to complete objectives. This position directs staff and advises the Division Director in the areas of budget, staffing, administrative policy and procedure, and program development.
The division has a budget of more than $13,000,000, with a staff of 55 full-time employees. In addition, ESD has one of the most complex budgets in the department. ESD’s funding sources include a combination of general fund/general purpose, federal, and restricted revenues, as well as, memorandum of understandings with other state agencies, and intra-agency agreements with other divisions within MDARD.
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Possession of a bachelor's degree in any major with at least 24 semester (36 term) credits inaccounting, finance, and economic courses.
EXPERIENCE:
Four years of professional experience providing a systematic review, analysis, interpretation, and/orevaluation of budgets, mortgages, loans, or other financial data equivalent to a Financial Analyst,including two years equivalent to a Financial Analyst P11 or one year equivalent to a Financial Analyst12 or Financial Manager 12.
KNOWLEDGE, SKILLS, AND ABILITIES:
Considerable initiative and ability to perform with minimal supervision. Ability to manage staff, set priorities, and resolve problems. Knowledge of MAIN, R*Stars, Adpics, and Business Objects. Knowledge of relational database design standards, data extraction, and report design preferred. Knowledge of CGI Advantage or SAP Financial systems preferred.
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.
27. 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
28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.
29. I certify that the entries on these pages are accurate and complete.
Appointing Authority's Signature / Date