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.) Vacant 3.Employee Identification Number 4.Civil Service Position Code Description Accounting Technician 7-9E 8.Department/Agency Treasury 9.Bureau (Institution, Board, or Commission) Office of Accounting Services 10.Division 5.Working Title (What the agency calls the position) Accounting Technician 6.Name and Position Code Description of Direct Supervisor Susan Nichols, State Office Administrator Section 12.Unit 7.Name and Position Code Description of Second Level Supervisor 13.Work Location (City and Address)/Hours of Work Vacant, Senior Deputy Director E. Hillsdale, Lansing, MI M-F 7:45 A.M. 4:45 P.M. 14. General Summary of Function/Purpose of Position This position is responsible for the following activities; Monthly accounts payable release and oversight through preparation of monthly accrued payable journal entry and assisting the Accounting Specialist with month end entries and issues. This position is Lottery s Travel Liaison. The duties include but are not limited to: pre auditing travel vouchers to ensure compliance with State travel regulations; verifiying data is correct in SOM, Michigan Time and Expense System (MiTES); preparing and distributing the annual notification to employees regarding travel rates; assisting Bureau staff with travel system processing. In addition, this position reconciles Lottery s daily accounting interfaces of all payments, taxes and PA11 offset from Vendor Gaming Systems and Lottery s internal accounting system to MAIN, assisiting the Accounting Specialist to insure we maintain Lottery s internal control system. This position is responsible for developing, writing and reviewing Lottery s accounting practices, processes and procedures for Lottery s internal accounting system on a continual basis. Formulates and recommends improvements to management regarding processes and procedures. Implements new guidelines and reviews implementation for efficiency and effectiveness. This position is the Lottery s EFT liaison which involves maintaining and controlling the Electronic Funds Transfer (EFT) records for financial transacations by preauditing forms and developing guidelines for EFT processes and procedures to improve internal controls. This position is responsible for the processing of the accounting activities in the SOM, MAIN. The duties include but are not limited to, reviewing and analyzing various accounting entries for correct coding to be entered (journal vouchers, adjusting entries and companion transactions) into MAIN. Lastly, this position is responsible for the accounts payable processing which involves a full range of activities to initiate all Bureau payments, except prize payments. Activities include, but are not limited to: research, review, analyze and process payables to vendors and other state agencies. Page 1

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 of Duty 1 % of Time 20 Monthly accounts payable release and oversight. Assists Accounting Specialist with month end accounting entries and issues. Prepare and enter monthly accrued payable journal entry for outstanding liabilities into Lottery s internal accounting system in accordance with accounting practices and procedures.. Initiate payment interfaces to R*Stars for processing. Research, analyze and respond to vendor and employee inquiries regarding payment detail, using R*Stars and Lottery s internal accounting system. Create, modify, and request various reports from the Lottery s internal accounting system. Assists Accounting Specialist with month end accounting entries and issues. Perform special research and analysis regarding payable activity as requested. Duty 2 General Summary of Duty 2 % of Time 20 Lottery travel liaison for the State of Michigan, Michigan Time and Expense System (MiTES) Pre audits travel vouchers to ensure completeness and compliance with State travel regulations. Serve as liaison with DTMB for travel regulations. Verifiying data is correct in State of Michigan, Michigan Time and Expense System (MiTES) and make corrections if necessary. Works with DTMB to resolve issues in the MITES system. Verify personal mileage, utilizing PC mileage program. Approve travel vouchers for payment. Prepare and distribute annual notification to employees regarding travel rates. Participates and attends travel related meetings as necessary. Contact employees or supervisors regarding discrepancies reported. Assists and trains employee and supervisors in MiTES system as necessary. Assist employees in booking hotel accommodations within established state authorized rates. Coordinate travel advances and ensure proper application of advance when travel reimbursement is made. Knowledge of new State of Michigan, Michigan Time and Expense System (MiTES) system is necessary. Page 2

3 Duty 3 General Summary of Duty 3 % of Time 10 Reconciliation of daily interface for all payments, taxes and PA11 offset from Vendor Gaming Systems and Lottery s internal accounting system to R*Stars. Maintain and reconcile Lottery s internal control records for the accounting system financial activity. Assist Accounting Specialist with journal entries in the Lottery s internal accounting system. Maintain and reconcile Lottery s internal control records for the accounting system activity including automated interfaces for daily expenditures of vendor payments, prize payments, PA-11 offsets and federal taxes between R*Stars and the Lottery s internal accounting system daily. Review and analyze the R*Stars DAFR reports and Lottery and Gaming Vendor Business Objects reports generated daily to reconcile and control financial transactions such as revenues/ bank transactions (approximately $26 million weekly EFT for sales), expenditures (prize expense) and receipts (retailer collections) Research and analyze errors found in reconciliation for correct resolution in accordance to accounting practices and procedures. Advise management on reconciling errors and appropriate corrections. Assist Accounting Specialist with journal entries to maintain balance between Lottery s internal accounting system and R*Stars. Knowledge of R*Stars and Lottery s internal accounting system is required. Duty 4 General Summary of Duty 4 % of Time 15 Develops, writes and reviews Lottery s accounting practices, processes and procedures for Lottery s internal accounting system on a continual basis. Formulates and recommends improvements to management regarding processes and procedures. Implements new guidelines and procedures. Reviews implementation for efficiency and effectiveness. Develops, writes and reviews the Lottery s accounting practices, processes and procedures for Lottery s internal accounting system. Reviews processes and procedures to improve efficiency, effectiveness and internal controls on a on-going basis. Formulates and recommends improvements to management on processes and procedures for Lottery s internal accounting system, spreadsheets and databases. Implements new guidelines and procedures for Lottery s internal accounting system. Reviews newly implemented guidelines for efficiency and effectiveness. Page 3

4 Duty 5 General Summary of Duty 5 % of Time 5 EFT liaison for the Lottery. Maintain and control EFT records for financial transactions. Pre-audits authorization forms for accuracy and completeness. Develop guidelines and review EFT processes and procedures to improve internal controls. Maintain and control EFT records for financial transactions in GTECH ES (Vendor Gaming) System. Pre-audits authorization forms for accuracy and completeness. Provides information to retailers daily regarding program aspects. Notify retailers regarding EFT account changes. Corresponds with financial institutions as necessary for additional information regarding reatiler EFT records. Develop guidelines and review EFT processes and procedures to improve internal controls, efficiency and effectiveness on an on-going basis. Knowledge GTECH ES (Vendor Gaming) System is necessary Duty 6 General Summary of Duty 6 % of Time 10 Processing of daily accounting activities in the State of Michigan statewide accounting system, Michigan Administrative Information Network (MAIN). Review and analyze various accounting entries for R*Stars determining proper account coding and TC classification. Enter daily cash receipting activity in (R*Stars). Enter various accounting entries (journal vouchers, adjusting entries and companion transactions) in R*Stars to properly record accounting events for the Lottery. Balance and enter appropriate journal vouchers in R*Stars to clear out the 4000 & 4500 clearing funds and properly record accounting events for the Lottery. Knowledge of R*Stars and internal accounting system is required. Page 4

5 Duty 7 General Summary of Duty 7 % of Time 15 Accounts Payable Processing - research, review, and process payables to vendors and other state agencies. Receive and organize all payable documents: purchase orders, receivers, contracts, invoices, change orders, vendor statements, approval forms and billings from other agencies. Initiate invoice approval form documentation. Match appropriate documents to invoices. Monitor and follow up on missing documents needed for invoice payment. Review invoices for accuracy in calculations. Verify purchase orders and invoices are in agreement for items purchased, pricing, and quantity. Initiate and enter payment documents into Lottery s internal accounting system. Contact vendors and/or employee by phone or in writing regarding discrepancies or exceptions. Coordinate registration of vendors in R*Stars and internal accounting system vendor files. Review and balance daily payables activity. File documentation timely and accurately. Duty 8 General Summary of Duty 8 % of Time 5 Provide information to employees and the general public through ttechnical telephone support. Other backup duties as assigned. Provide information to retailers, vendors, employees and the general public through daily technical telephone support for the entire accounting unit. Backup Section staff as needed. Performs various special projects as assigned by the Accounting Manager. Page 5

6 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. The employee is responsible for decisions associated with the monthly accounts payable release and oversight, travel liaison duties and the development and revision of accounting practices and procedures. 17. Describe the types of decisions that require the supervisor s review. All accounts payable payments. All MAIN accounting entries (journal vouchers, adjusting entries and companion transactions) are properly recording the accounting events for the Lottery. MAIN daily reconciliation and correcting entries. When there is a discrepancy on payable invoices and unable to resolve it. All MiTES travel vouchers are properly recorded. When there is a disagreement with a vendor or employee or conflicting internal information from different Lottery units and unable to resolve it. When unusual items/programs are initiated. Initiation of system/programming changes in the GTECH ES System EFT process. Lottery accounting policies and procedures. 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. No special physical effort, however a significant amount of time is spent utilizing computer and telephone equipment. Retailer contact is stressful, especially in this environment of collection. Ability to work independently as well as with others. 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. 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. Page 6

7 22. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why? 23. What are the essential functions of this position? Accounts Payable oversight, Travel Liason, Lottery internal control system reconcilation, Lottery to MAIN reconciliaton, development of Lottery s internal accounting system policy, practices and procedures, EFT liaison activities and process development, MAIN journal voucher analysis, entry and accounts payable processing. 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. The Accounting Technician is responsible for: Monthly accounts payable release and oversight. Assisting Accounting Specialist with month end accounting entries and issues. Lottery travel liaison duties for the State of Michigan, Michigan Time and Expense System (MiTES). Developing, writing and reviewing Lottery s accounting practices, processes and procedures for Lottery s internal accounting system on a continual basis. Formulates and recommends improvements to management regarding processes and procedures. Implements new guidelines and procedures. Reviews implementation for efficiency and effectiveness. 25. What is the function of the work area and how does this position fit into that function? This work area is responsible for all accounting functions within the Lottery Bureau; preparation of monthly fully accrued financial reporting to the Legislature; preparation of the Comprehensive Annual Financial Report (CAFR) ; liaison with DTMB, Office of Financial Management; coordination of semiannual independent CPA audits; financial liaison with over 11,000 licensed retailers, adherence to IRS reporting and depositing regulations; other standard accounting functions such as payables and cash receipting. This position is responsible for accounts payable oversight; serving as Travel liaison for the Bureau employees; Lottery internal control system reconciliation, Lottery to MAIN reconciliation, development of Lottery s internal accounting system policy, practices and procedures, EFT liaison activities and process development, MAIN journal voucher analysis, entry and accounts payable processing. Page 7

8 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: 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 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. Note: Equivalent combinations of education and/or experience that provide the knowledge, skills, and abilities will be evaluated on an individual basis. KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of computer utilization. Substantial organizational skills to manage payables and EFT filing. Considerable written and oral communication skills to develop internal policy and procedures and successfully deal with Lottery employees and retailers while maintaining a positive public image. Analytical ability to reconcile accounting transacations between MAIN and Lottery s systems. Ability to work well with other employees. Ability to collect and organize accounting data. CERTIFICATES, LICENSES, REGISTRATIONS: NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. 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 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. Page 8 Date