State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 Position Code 1. ACCTASTA POSITIO DESCRIPTIO 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 ame (Last, First, M.I.) 8. Department/Agency DOC-CORRECT CETRAL OFFICE 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Budget and Operations Administration 4. Civil Service Position Code Description 10. Division Accounting Assistant-A Accounting Division 5. Working Title (What the agency calls the position) 11. Section Accounting Assistant Accounting 6. ame and Position Code Description of Direct Supervisor 12. Unit REDEY, BIDHA A; STATE ADMIISTRATIVE MAAGER-1 Accounts Payable 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work ELLISO, TORI J; STATE OFFICE ADMIISTRATOR 17 Grandview Plaza - 206 E. Michigan Ave., Lansing, MI 48933 / 8:00am - 5:00pm, Monday - Friday 14. General Summary of Function/Purpose of Position This position is responsible for the most complex duties assigned related to pre-audit and processing of payments for various vendor invoices on SIGMA. The employee will also process journal vouchers through R*STARS as needed. In addition, this employee will interact with other department staff and vendors. This position also assists to update and maintain financial information within required/relevant spreadsheets. The spreadsheets are developed by the supervisor for the staff to enter information and maintain record of payments. Other responsibilities of this position include miscellaneous Finance Section duties as assigned by the supervisor.
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: 50 Position is responsible for vendor accounts payable posting financial data to journals, ledgers and/or automated accounting systems. including preparing trial balances; using the information for the trial balances to prepare any statements or reports associated with them, including closing accounts at month end. Preparing invoices and processing vouchers for payment in SIGMA according to the Department's accounting standards. Pre-audit various vendor invoices and ensure proper purchasing and receiving documents have been submitted and approved for payment. Verify the account coding, payment dates, and terms to be used for the payment. Preaudit various vendor invoices verifying propriety and accuracy. Obtain the correct federal tax identification number and mail code. Responsible for tracking and reporting facility utility usage, phone and copy machine inventory and usage, communicating this information to the facilities for their reporting needs. Reconciliation of credit card expenditures amounts, and payment amounts as they arise. Maintain files for the various invoices that have been paid. Maintain record of payment for the vendors. Track any unpaid invoices for various vendor accounts. Assure all transactions are accurate and properly recognized and recorded. Prepare accounts payable documentation and process in MAI. Monitor accounts payable documents to ensure expenditures are processed in the proper fiscal year. Duty 2 General Summary: Percentage: 30 Prepare and process journal vouchers using various transaction codes to correct financial data to accounts in SIGMA. Performing a majority of assignments in both of the primary areas of SIGMA, ADPICS and RSTARS. Determine errors in coding for various payments Prepare supporting documentation for journal vouchers Process journal vouchers in R*STARS with appropriate coding Verify the account coding to be used for the payment. Generate state warrant using a purchase order or direct voucher for payment using SIGMA. Assist co-workers when they are absent to ensure that the operation of the unit continues. Data entry of the financial information. Duty 3 General Summary: Percentage: 15
Preparation of professionl communications to vendors and written responses. This requires an advanced knowledge of policies and procedures of the Business Office functions. Respond to various staff members and vendor personnel via phone calls, letters, fax machines, and e-mails to resolve discrepancies in services or goods provided, invoiced. Responsible to maintain professional communications in a manner that provides an thorough explanation based on policies and procedures. Duty 4 General Summary: Percentage: 5 Perform other duties s assigned by the supervisor. Other duties. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Independent decisions are necessary to effectively perform job duties and to communicate with vendors and staff. The employee makes independent decisions regarding the payments that are to be made, workload priorities, and accounting codes to use when completing journal vouchers or making payments. These decisions impact the entire Department of Correction's accounts. 17. Describe the types of decisions that require the supervisor's review. Resolution of issues that are unusual in nature and do not comply with departmental policy and procedure. Decisions regarding work priorities when the workload is extremely heavy. 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. Extensive computer work, sitting for long periods of time, and frequent use of the telephone. The employee is under constant time pressures to process payments on a timely basis. 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? Yes. 23. What are the essential functions of this position? This position performs advanced accounting assistant assignments primarily with the use of complex computer systems such as SIGMA. The employee processes a majority of assignments including payments and journal vouchers through SIGMA. In addition, this employee interacts with other department staff and vendors. The employee will establish accounts payable during year-end. Run Reports using SIGMA Business Intelligence and MIDB Business Objects. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. ew establishment. 25. What is the function of the work area and how does this position fit into that function? This position is in the Accounts Payable Unit of the Finance Division. The accounting assistant is responsible for a variety of accounting related assignments relative to the processing of payments to vendors. This position also is responsible for correcting any accounting errors that are identified.
26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Education typically acquired through completion of high school. EXPERIECE: Accounting Assistant 5 o specific type or amount is required. Accounting Assistant 6 One year of administrative support experience. Accounting Assistant E7 Two years of administrative support experience, including one year equivalent to an Accounting Assistant 6, involving posting financial data to ledgers, preparing invoices, billings and/or vouchers, reviewing and coding financial information, and maintaining account balances. Accounting Assistant 8 Three years of administrative support experience, including one year equivalent to an Accounting Assistant E7, involving posting financial data to ledgers, preparing invoices, billings and/or vouchers, reviewing and coding financial information, and maintaining account balances. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of PC systems and programs such as SIGMA. Knowledge of accounting procedures and practices. Ability to assemble pertinent data for the processing of payments. Ability to determine work priorities when multiple complex tasks must be completed. Ability to follow instructions and to work well under pressure is essential. CERTIFICATES, LICESES, REGISTRATIOS: one OTE: 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 BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. one I certify that the entries on these pages are accurate and complete. KYLA MOORE Appointing Authority 2/13/2018 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