POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. ACCTMGR3A61N 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 TREASUR CENTRAL PAROLL 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) 4. Civil Service Position Code Description 10. Division ACCOUNTANT MANAGER-3 Office of Accounting Services 5. Working Title (What the agency calls the position) 11. Section Accountant Manager 14 Support Services 6. Name and Position Code Description of Direct Supervisor 12. Unit NICHOLS, SUSAN R; STATE OFFICE ADMINISTRATOR Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work FIELEK, JOSEPH L; SENIOR DEPUT DIRECTOR W. Allegan St., Lansing MI / 7:30AM - 4:30PM 14. General Summary of Function/Purpose of Position First-line manager of professional and nonprofessional staff responsible for the monthly statewide reconciliation of cash, including deposits, journal vouchers, investments and payments (redemption), and daily warrant reconciliation (redemption) programs of the division for the State of Michigan. Monitors and reviews the reconciliations. Ensures processes and policies for adequate backup and retrieval of this critical data. Develops disaster recovery, purge criteria, and other business continuity processes. Assists Michigan Department of Technology, Management and Budget (DTMB) with the cash reconciliation product (CheckFree s Recon Plus for Windows) version upgrades. This position is also responsible for planning, organizing and directing the Business Operations Unit staff in the processing of accounting transactions, vendor invoices and department wide inventory. The unit is responsible to ensure timely and accurate processing of the Department s expenditures in accordance with Generally Accepted Accounting Principles (GAAP). This position serves as liaison with other Treasury divisions and offices, and performs various other supervisory and administrative duties within Office of Accounting Services.

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 Assists with administrative tasks of the Office. Selects and assigns staff (interviews and hires personnel, writes position descriptions, etc.). Identifies staff development needs and ensures that training is obtained. Authorizes purchase of goods or services needed by the section. Conducts staff meetings. Prepares a monthly report of issues affecting the Statewide Cash and Warrant Reconciliation and Business Operations units for the Office Administrator. Advise as to cutoff dates and processing deadlines. Coordinate leave time among the section s staff members to assure that proper coverage is maintained for continued timely processing of payments to vendors and reconciliation. Duty 2 General Summary: Percentage: 20 Oversees the integration of the business processes related to cash and warrant reconciliation. Determines other functionality within the section that can be automated to expedite the reconciliation processes. Recommends solutions, assist with the development of programs, assists as needed with any software and hardware upgrades. Ensures appropriate system and business process documentation maintained. Evaluates the need for automation and changes in automation of processes. Develops proposed solutions. Duty 3 Directs all activities associated with the statewide cash reconciliation processes. Formulates and recommends policies, section goals, and performs long range planning. Formulates alternative ways of processing the cash reconciliation, including enhancements to the automated reconciliation software. Analyzes the impact of federal and state legislation and bank regulations. Confers with other state agencies on matters relating to cash reconciliation. Ensures that proper accounting practices, policies, and procedures are followed in recording cash related activity that is observable from the cash reconciliation perspective. Analyzes, evaluates, determines, and coordinates the appropriate remedial action to resolve reconciling items. Provides support for redemption activity of daily cash letter processing. Keeps Office Administrator advised of activities within the section or regarding relationships with other departments or banks. Reviews and monitors progress and activity reports to determine if section goals and objectives are being met and takes remedial action with staff to reduce backlogs; formulates and recommends new goals and objectives, both long-range and short-range. Analyzes proposed legislation and revises rules, policies, and procedures to comply with new/revised legislation. Monitors statewide activity and compliance with policies and procedures. Confers with other agencies as appropriate. Attends banking and accounting related seminars in order to keep current on new banking trends, technology or new accounting practices. Duty 4 Directs the warrant redemption and reconciliation operations for all State Treasurer warrants. The daily processing includes receiving multiple electronic files from the State's contractual vendor and merging the files with internally generated files for transmission to R*STARS by the daily cutoff time. Also includes processing the physical warrants received the day after the electronic files are received, working exceptions identified through Reports Management Distribution System (RMDS) reports and processing warrants presented daily for payment at the department's cashier.

3 Monitors and evaluates the contracted vendor's performance and works with the Office of Financial Services (OFS) to resolve problems and issues as they occur. Reviews and authorizes adjustments to the cash letter presented by the vendor resulting from the processing of daily exceptions. Monitors manual warrant issuance processing by all state agencies and initiates remedial action when required through RMDS reports. Coordinates adjustments, performance problems, processing changes, programming needs, etc. with OFS designated staff. Works with OFS to develop and modify contractor performance standards. Ensures timely processing of redeemed warrants and related processes. Duty 5 Ensure timely and accurate processing of the Department's accounting transactions in accordance with GAAP. This includes planning, organizing and directing the Business Operations staff in the processing of accounting transactions and journal vouchers and the inventory system. Monitors and reviews, in accordance with GAAP, journal voucher and expenditure activities to ensure timely and accurate posting of transactions and to achieve internal control objectives.<?xml:namespace prefix = "o" /> Monitors and reviews, in accordance with GAAP, direct voucher and inter-account bill processing, transaction in process, error resolution, and other functions performed by staff related to disbursements and journal vouchers. Duty 6 General Summary: Percentage: Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Decisions are made regarding the cash reconciliation of the state's books to the bank statements, impacting agencies records and the state's financial statements. Review of software version release upgrades for (CheckFree s Recon Plus for Windows) the cash reconciliation product. Impact to financial institutions is possible. Determine impact of enhancements to the software for reconciliation and analysis purposes. These areas impact all agencies through their interest earning participation in the common cash fund. Determine proper corrective action when disbursements have not processed correctly or when reports indicate problems with accounting controls. The budgets of all units of Treasury may be affected by these decisions. Decisions are made regarding payment processing and work assignments. The decisions affect work content of other divisions, agencies, and staff within the Office of Accounting Services. 17. Describe the types of decisions that require the supervisor's review. Decisions regarding the implementation of additional MAIN FACS (the state s accounting system) phases and modifications that impact cash transactions such as deposits, investments, journal vouchers, and redemptions. Policies or procedures of significance that have a statewide impact or significant impact on the office or department. Decisions that affect contractual relationships (e.g., automated software implementation). Decisions that have a significant impact on the budget, including equipment and staffing; includes changes in processing, new legislation and amendments, potential outsourcing opportunities. Decisions or events that have a negative impact on the ability to complete cash reconciliation timely. When unusual accounting discrepancies occur and out-of-the ordinary remedies are needed. Decisions requiring review involve formal progressive discipline of employees, cross training and staffing needs within the division, financial reports, legislative changes, systems design, and changes in work relationships with other divisions. 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. No unusual physical or environmental conditions. Meeting urgent deadlines and resolution of complex issues or problems may result in stressful situations. Work performed in a typical office environment. 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.

4 KENT, NICOLE L COOK, CHERISH L NAME CLASS TITLE NAME CLASS TITLE E 5 FINANCIAL ALT DEPT TR-E 9 E ACCOUNTANT-A ACCOUNTANT-E SCHLISKA, THERESA E A 8 SPITZLE, LEANN M Additional Subordinates ACCOUNTING TECHNICIAN- E 8 A ISAACSON, LINDA K A A 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 work. Approve leave requests. 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 serves as the Manager of the Support Services Section within the Office of Accounting Services. Direct, plan, organize and control the activities of the Support Services Section. Oversee and direct the daily activities; provide guidance; and ensure adherence with policies, procedures, standards and guidelines. Work in partnership with the other areas of the Office to manage the overall Office of Accounting Services. The essential duties include all of the duties in sections 15. Includes all requirements listed in Section 18 of the position description. All of the duties of this position description must be performed and cannot be eliminated. 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 Accounting Services is responsible for the integration of the department's accounting functions and the programs and functions of the department, including reconciliation of receipt and disbursement functions, central control agency functions. This position serves as manager of the statewide reconciliation work of the division and the Business s Section serves as the accounts payable function and maintains the inventory records for the Department of Treasury. The section also provides data entry and clerical support for the rest of the office. This position is a first line supervisory position. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Possession of a bachelor's degree with at least 24 semesters or 36 term credits in accounting. EXPERIENCE: Four years of professional experience performing or auditing the systematic classification and evaluation of accounting data and the preparation of related financial and managerial reports equivalent to an Accountant or an Auditor, including two years equivalent to an Accountant P11 or Auditor P11, or one year equivalent to an Accountant 12 or Auditor 12. KNOWLEDGE, SKILLS, AND ABILITIES:

5 Thorough knowledge of the principles and techniques of administrative management including organization, planning, staffing, training, budgeting, and reporting. Thorough knowledge of accounting practices and principles. Good verbal and written communication skills. Good analytical skills. Ability to supervise subordinates effectively. Knowledge of the MAIN FACS accounting system including processing payments and journal voucher transactions is required. Knowledge of the rules and regulations governing the investment and deposit of state monies. Knowledge of employee policies and procedures, equal employment practices and labor relations. Ability to analyze and recommend improvements in accounting and banking systems. Ability to use a personal computer and various software applications such as Crystal, Microsoft Office software, Microsoft SQL, Monarch, and Visual Basic. 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. SONA CARTER Appointing Authority 3/7/2016 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