State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI POSITION DESCRIPTION

Transcription

1 CS-214 Rev 11/2013 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI POSITION DESCRIPTION Position Code 1. 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 Technology, Management and Budget 3.Employee Identification Number 9.Bureau (Institution, Board, or Commission) Office of Financial Management 4.Civil Service Position Code Description Accountant Division Payroll and Tax Reporting 5.Working Title (What the agency calls the position) MEDC Payroll Accountant Section Payroll Processing, Operations and Development 6.Name and Position Code Description of Direct Supervisor Kelley Ryal, State Administrative Manager 12.Unit 7.Name and Position Code Description of Second Level Supervisor Jeremy Piggott, Director 13.Work Location (City and Address)/Hours of Work 7 th Floor, Romney Bldg., Lansing, MI 14. General Summary of Function/Purpose of Position Under the close supervision of the Section Manager, responsibilities include payroll configuration, tax deposits and reporting, defining payroll processes, recommending improvements in regards to current payroll processes, third party payment and JV processing, payroll balancing, testing and review in regards to the Michigan Economic Development Corporation (MEDC) payroll. Page 1

2 15. Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty. Duty 1 List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent. General Summary of Duty 1 % of Time 30 Responsible for preparation of tax deposits and tax forms for MEDC payroll. Confirm that employee taxable wage and withholding calculations are accurate. Individual tasks related to the duty. Prepare bi-weekly, monthly and quarterly tax deposits related to Federal, State and City employee tax withholdings and vendor backup withholding. Apply understanding of employee taxable wage calculation so analysis can be performed against payroll calculations to determine if issues exist. Validate employee taxable wage and withholding calculations are accurate as part of tax software updates. Enter adjustments in the State of Michigan HR, Benefits and Payroll system for MEDC employees. With assistance and direction from the Tax Specialist and Division Managers: Review W-2, 1099, 1042-S and 1095-C data for accuracy. Prepare W-3, 1099, 1042-s, 1094-B and 1094-C annual tax form filings. Prepare quarterly returns for vendor backup withholding and employee tax withholding. Prepare quarterly forms W-3c and 941x, as necessary, to file adjustment information with the Social Security Administration (SSA) and IRS. Create and issue W-2cs and corrected 1095-cs when necessary. Duty 2 General Summary of Duty 2 % of Time 35 Responsible for payroll configuration, recommending scheduling changes and monitoring payroll reports related to MEDC employee payroll. Page 2

3 Individual tasks related to the duty. Update State of Michigan HR, Benefits and Payroll system to accommodate additions or changes to MEDC employees pay and deductions codes. Update State of Michigan HR, Benefits and Payroll system to accommodate additions or changes to MEDC locations. Review payroll monitoring reports and analyze issues related to employee payroll or tax calculations to determine what systematic correction may be needed. Review payroll monitoring jobs, recommending and entering adjustments to employee payroll and tax data to ensure accuracy. Work with MEDC HR office to determine what configurations updates are needed based on MEDC policy changes, regulations updates and changes in collective bargaining agreements. Obtain thorough understanding of payroll processing calendar and operations to be utilized in monitoring activities and recommendation of schedule changes. Perform testing activities to ensure payroll and tax configuration changes do not adversely affect the accuracy of MEDC employee pay. Duty 3 General Summary of Duty 3 % of Time 15 Responsible for MEDC payroll vendor maintenance and configuration along with third party payment and JV processing and balancing. Individual tasks related to the duty. Enter JVs in State of Michigan Financial system to transfer payroll third party liabilities to other State agencies. Work with SIGMA organization staff to ensure third party payments interfaced from the HR, Benefits and Payroll system balance to payments created in the State of Michigan Financial system. Work with SIGMA organization staff to ensure third party automated JVs balance to the applicable payroll deductions. Reissue failed EFT payments to third party vendors timely and accurately. Work with third party vendors on payment questions. Cancel and reissue returned payments made by warrant to third party vendors timely and accurately. Add new vendors to State of Michigan Financial system and HR, Benefits and Payroll system as requested by MEDC. Duty 4 General Summary of Duty 4 % of Time 10 Work as liaison for MEDC and SIGMA organization related to MEDC payroll and labor distribution processing. Page 3

4 Individual tasks related to the duty. Resolve payroll and tax reporting inquiries from MEDC staff. Provide payroll guidance related to functionality of the State of Michigan HR, Benefits and Payroll system. Work with SIGMA organization staff on resolving interface issues related to MEDC payroll processing. Work with SIGMA organization staff on resolving balancing and reconciliation issues between State of Michigan HR, Benefits and Payroll system and State of Michigan ERP system. Provide clear, accurate and concise answers to inquiries from MEDC and SIGMA. Duty 5 General Summary of Duty 5 % of Time 10 Duties as assigned. Individual tasks related to the duty. Tasks as assigned by Payroll and Tax Reporting Division Management Duty 6 General Summary of Duty 6 % of Time Page 4

5 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. Requests for assistance from MEDC and SIGMA staff are made via phone calls and meetings related to payroll adjustments, payroll calculation processing, payroll configuration and gross pay adjustments. Payroll monitoring reports will be reviewed and recommendations for corrective action are made to the section manager. 17. Describe the types of decisions that require the supervisor s review. Any decision that would materially impact the payroll processing cycle, configuration, employee payments, employee/vendor tax reporting or time record adjustments. 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. Typical office environment. No special physical or environmental factors present. 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 Page 5

6 20. This position s responsibilities for the above-listed employees includes the following (check as many as apply): Complete and sign service ratings. Provide formal written counseling. Approve leave requests. Approve time and attendance. Orally reprimand. Assign work. Approve work. Review work. Provide guidance on work methods. 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, no exceptions. 23. What are the essential functions of this position? Under the direct supervision of the Section Manager, carries out the responsibilities outlined in item #15. With Manager s input, recognizes problems and proposes solutions. Explains solutions to departmental staff, agencies and service centers where appropriate. Page 6

7 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. There have been no material changes to this position. 25. What is the function of the work area and how does this position fit into that function? The Office of Financial Management has responsibility for ensuring the biweekly State payroll is timely and accurate. This position has responsibility for MEDC payroll processing and vendor tax reporting, including payroll configuration, vendor and employee tax reporting/filing, third party payment processing, payroll balancing/reasonableness review and serving as a liaison to SIGMA and MEDC. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: Bachelor of Arts or Bachelor of Science degree in Accounting. EXPERIENCE: No previous experience is necessary. KNOWLEDGE, SKILLS, AND ABILITIES: Must have basic logic and analytical skills. A self-starter with the ability to think intuitively. Effective communication skills mandatory. CERTIFICATES, LICENSES, REGISTRATIONS: None required. NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. Page 7

8 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 TO BE FILLED OUT BY APPOINTING AUTHORITY Indicate any exceptions or additions to statements of the employee(s) or supervisors. Date I certify that the entries on these pages are accurate and complete. Appointing Authority Signature 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. Date Employee s Signature NOTE: Make a copy of this form for your records. Date Page 8