POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. ADTCHSP3 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 MDHHS-DPT OF HUMAN SVC CNTL OF 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) Operations Administration 4. Civil Service Position Code Description 10. Division Administrative Tech Supv-3 Expenditure Operations 5. Working Title (What the agency calls the position) 11. Section Administrative Technician Supervisor Accounts Payable 6. Name and Position Code Description of Direct Supervisor 12. Unit MANIEZ, KIMBERL J; DEPARTMENTAL SUPERVISOR-4 Payment Processing Unit 7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work SCHNEIDER, TERESA; STATE DIVISION ADMINISTRATOR 17 Lansing, MI / 8:00 a.m. - 5:00 p.m., Mon - Fri 14. General Summary of Function/Purpose of Position This position supervises the highly complex Payment Processing Unit in the Accounts Payable Section of DHHS. This unit is complex due to the variety of activities performed in that unit such as maintaining the COBRA payment system and managing the financial component of PaymentNet for procurement card payments. This position is responsible for ensuring all applicable federal, state, and department laws, regulations, and policies are followed, all legislative reporting is completed accurately and timely, and to ensure the unit's policies and procedures affecting all of DHHS are current and in compliance. In addition, this unit is responsible for assisting with state-wide computer system and program updates ensuring all DHHS needs are met and all updates are in compliance with all applicable laws, rules and regulations. DHHS purchase order and direct voucher payments, payment processing for all the DHHS hospitals, journal voucher processing in MAIN all record retention and Record Management document management for Expenditure Operations are also managed in this unit. This unit is also responsible to ensure all year-end closing entries are processed timely and accurately according to DTMB-Office of Financial Management processes, procedures, and deadlines. This position supervises the staff responsible for all these duties for all of DHHS.

2 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: 30 Distribute/delegate/assign and supervise all duties assigned to the unit in order to most efficiently complete all work assigned within reasonable timeframes and/or deadlines. Such duties include but are not limited to: COBRA system payments and maintenance, purchase order payments, direct vouchers, journal voucher processing, procurement card monitoring and payments, hospital payments.. This includes all year-end associated duties. - Assign unit duties to staff matching duties with staff levels. - Approve and review work. - Prioritize and delegate work. - Ensure all documents posting to MAIN are posted timely and to the correct account coding with the correct transaction codes. - Ensure all duties are performed accurately according to state-wide and departmental, policies, procedures, rules, and regulations. - Prioritize, organize, and prepare project work plans. - Direct the review and evaluation of contracts, purchase orders, invoices, and other necessary documents to determine that requirements are met. - Review year-end duties and deadlines with staff. - Ensure all year-end requirements including establishing/verifying all accounts payable, expenditure credit accounts receivables, and encumbrances are accurate and posted to the correct account coding. - Provide guidance on work methods. - Run various business object reports to monitor employee work production and make adjustments in work assignments as needed. - Maintain records, prepare reports, and compose correspondence relative to the work. Duty 2 General Summary: Percentage: 20 Build and maintain an able workforce trained in all aspects of the duties assigned to the unit. Ensure duties are sufficiently cross-trained. This includes evaluation and verification of employee performance. - Select and assign staff, ensuring equal employment opportunity in hiring and promotion. - Coordinate activities by scheduling work assignments, setting priorities and directing the work of the subordinate employees. - Ensure proper labor relations and conditions of employment are maintained. - Develop performance evaluations to measure effectiveness and efficiency of unit staff in achieving goals and objectives. - Evaluate and verify employee performance through the review of completed work assignments and work techniques. - Approve sick and annual leave requests and timesheets. - Provide verbal and written counseling when necessary. - Identify staff development and training needs and ensure that training is obtained. - Maintain records, prepare reports, and compose correspondence relative to the work. - Ensure all staff provide professional service to all of DCH, vendors, clients, and the public. - Effectively motivate employees. Duty 3 General Summary: Percentage: 15 Establish, review, and revise as needed standard reporting forms and procedures ensuring all policies, procedures, and internal controls are addressed and met. - Review necessary steps to complete each duty. - Review any state-wide and departmental policies, procedures, and internal controls regarding the duty. - Document the steps necessary while remaining in compliance with the policies, procedures and internal controls. - Distribute the unit procedures to staff. - Review and update as necessary. Duty 4 General Summary: Percentage: 15 Participate in the state-wide project of SIGMA and other system upgrades as they arise. - Serve as a DHHS liaison to the state-wide project group established to replace ADPICS/MAIN with a new web-based payment and accounting systems. - Address issues with new systems that could potentially affect DHHS - Make recommendations on ways to improve the efficiency of a system. - Report to DHHS management any issues and/or updates regarding the new system. - Test the new system to ensure all DHHS needs are met. - Assist in the conversion of the new system at DHHS. - Attend trainings to become the DHHS expert on any new systems at DCH regarding payments. - Assist in training staff on the new system. - Maintain records, prepare reports, and compose correspondence relative to the work. Duty 5 General Summary: Percentage: 10 Direct the Office of Accounting service activities such as Records Management document scanning, and retention, mail distribution and space utilization. - Review retention schedule requirements for all Accounting records. - Work with DTMB & the scanning contractor to ensure all accounting documents are properly scanned and available to staff as needed. - Ensure staff orders all office supply inventory in an efficient manner while having all necessary items available when needed. - Maintain records, prepare reports, and composes correspondence relative to the work. - Assign cubicles, file cabinets, and common office space in a manner to achieve the most efficient work environment. Duty 6

3 General Summary: Percentage: 10 Perform other related and special tasks as assigned including prepare reports, and perform special studies, research, and analyses for DHHS management request. - Conduct special studies and surveys in areas such as feasibility of offering new services, taking on additional work, cost analyses, and centralization of Accounting. - Create Business Objects queries, analyze data, and prepare reports for submission to DHHS management, DTMB-Office of Financial Services, auditors, and or the state legislature as needed. - Maintain records, prepare reports, and compose correspondence relative to the work. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Plan, organize, prepare, and implement work plans for the unit. All employees are affected. Make many of the design and implementation decisions on all of the system/sub-systems affecting the unit. Many year-end closing decisions are made throughout the closing process. 17. Describe the types of decisions that require the supervisor's review. All decisions involving employee discipline would be reviewed with the supervisor and HR/labor relations. When major system design and implementation are in the early or late stages, and affect a wider range than the unit, management approval is obtained. 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. Typical office setting. 19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, on-going basis. Additional Subordinates 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 leave requests. Approve work. 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? es 23. What are the essential functions of this position? This position supervises the highly complex Payment Processing Unit in the Accounts Payable Section of DHHS. This unit is complex due to the variety of activities performed in that unit such as maintaining the COBRA payment system and managing the financial component of PaymentNet for procurement card payments. This position is responsible for ensuring all applicable federal, state, and department laws, regulations, and policies are followed, all legislative reporting is completed accurately and timely, and to ensure the unit's policies and procedures affecting all of DHHS are current and in compliance. In addition, this unit is responsible for assisting with state-wide computer system and program updates ensuring all DHHS needs are met and all updates are in compliance with all applicable laws, rules and regulations. DHHS purchase order and direct voucher payments, payment processing for all the DHHS hospitals, journal voucher processing in MAIN all record retention and Record Management document management for Expenditure Operations are also managed in this unit. This unit is also responsible to ensure all year-end closing entries are processed timely and accurately according to DTMB-Office of Financial Management processes, procedures, and deadlines. This position supervises the staff responsible for all these duties for all of DHHS. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. Reclassifying to reflect current job duties and responsibilities such as the addition of SIGMA related duties. 25. What is the function of the work area and how does this position fit into that function?

4 The Payment Processing Unit's function is to administer the department's expenditures and related financial reporting. These tasks are greatly complicated due to the accountability requirements for a large number of federal projects and grant programs as well as other projects that are funded from a multitude of sources. Department-wide expenditure policy and procedures are developed and maintained. Responsibilities include year-end closing activities, internal controls, staff training, maintenance of fiscal records and reports, surveys and studies to prepare recommendation for improvements, and many other special accounting projects that can arise daily. This unit is responsible for the proper recording of expenditures throughout the department. This position is responsible for managing the above activities. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Education typically acquired through completion of high school. EXPERIENCE: Administrative Technician Supervisor 12 Two years of experience equivalent to an Accounting Technician 10, Procurement Technician 10, Administrative Technician Supervisor 10, or Storekeeper Supervisor 9; two years equivalent to an Office Supervisor 11 in a position which was assigned the bookkeeping (BKPS) subclass code; one year equivalent to an Administrative Technician Supervisor 11, Accountant P11, or Auditor P11; or, one year equivalent to an Office Supervisor 12 in a position which was assigned the bookkeeping (BKPS) subclass code. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of the rules, regulations, policies, procedures, and terminology used in the work. Knowledge of the techniques of using reference materials and organizing data for preparing and using reports. Ability to interpret, explain, and apply complex laws, rules, and regulations. Ability to analyze and critically assess data and operations in terms of management controls, systems and procedures, and to make recommendations for change. Ability to conduct training and information sessions. Ability to maintain records, prepare reports, and compose correspondence related to the work. Ability to communicate effectively. CERTIFICATES, LICENSES, REGISTRATIONS: None 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 TO BE FILLED OUT B APPOINTING AUTHORIT Indicate any exceptions or additions to the statements of employee or supervisors. None I certify that the entries on these pages are accurate and complete. CANDACE EWING Appointing Authority 3/8/2017 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

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