ࡱ> e /bjbj cbcbJ&R228~q<@Lf!L!,!ppppppp$Vs vp!D!D!"!!p&p&&&&&&!jp&&!p&&&&ek3`"^g8pp0qgw"wpk"k(wl!!&&!!!!!ppx$!!!q!!!!w!!!!!!!!!2B t: Position Duty Statement Date:Name of Incumbent:October 29, 2020VacantCivil Service Title:Position Number:Accounting Administrator II (Supervisor)364-900-4542-001Working or Job Title:Division/Unit:Fund Accounting SupervisorInternal Operation/Accounting UnitSupervisor's Civil Service Title:Location: Accounting Administrator IISacramentoSupervisor's Working Title:Work Hours/Shift:Director of AccountingFull TimeConflict of Interest Disclosure Category:License or Other Requirement: FORMCHECKBOX  1  FORMCHECKBOX  2  FORMCHECKBOX  3  FORMCHECKBOX  4  FORMCHECKBOX  N/AN/ASupervises:Direct Supervision: 2 Accounting Administrator I (1- Supervisor & 1- Specialist) 2 Associate Accounting Analyst 1 Staff Service AnalystYou are a valued member of the Agencys team. You are expected to work cooperatively with team members and others to enable the Agency to provide the highest level of service possible. All Chancellors Office employees are focused and driven by the Vision of Success. Your creativity and productivity are encouraged. Your efforts to treat others fairly, honestly and with respect are important to everyone who works with you.Program Identification:Provides accounting and budget services with reports for the Agency within Fi$CAL and in compliance with Generally Accepted Accounting Principles, State Controllers Office, Department of Finance, State Treasurers Office, California State Auditor as well as State Administrative Manual and CA Government Code and subsequent guiding policies and procedures.Summary Statement:Under the direction of the Director of Accounting, the Accounting Administrator II plans, organizes, directs activities and supervises staff within the Fund Accounting Unit within the Accounting Office. This position is responsible for the General Ledger, (ensure submodule ledgers have posted correctly) and the oversight of the Fund Accounting of all funds which make up $10 Billion of local assistance and support funding. Additionally, oversees the Fund Accounting for Bonds and Capital Outlay projects. This includes the timely reconciliation of funds and accounts and producing the year-end financial statements. Responsibilities also include the overall leadership, structure and guidance of these functions within the agency.Essential Functions (E) Marginal Functions (M) %Job Description40% (E)Supervision Plan, organize, and direct the activities and functions of professional and technical accounting staff within the Fund Accounting Unit. The oversight activities include, but are not limited to of the following: General Ledger for all funds and support budget tracking for Division wide budgets, The timely reconciliations of accounts and all funds of the organization. This includes bank reconciliation (Office Revolving Fund, and Uncleared Collection Account). Fund accounting for the Local Assistance Appropriation ensuring proper accounts and chartfield information is properly recorded. Work with programs as a liaison for the State Controllers Office, (SCO) Fund accounting for bond and capital outlay projects Maintain the agencys Plan of Financial Adjustment and cost distribution processes. Maintain the publication of year-to-date Budget to Actual Reports and provide support to the Divisions in interpreting reports. Manage cash analysis to ensure cash balances are maintained. Manage the month end close process and ensure FI$Cal dashboards are up to date. Manage the year-end process including accruals, building the Budgetary Legal Ledger, and the completion of year-end financial Statements. Monitor unit processes to ensure internal controls are followed and alert accounting management if internal control issues arise. Monitor staff assignments and make adjustments as needed. Conduct and participate in regular staff meetings, update and track staff assignments, communicate information and expectations to staff. Provide continuous training, evaluation, and feedback to employees to ensure they are meeting minimum performance requirements. Lead staff in analyzing, reviewing, and documenting existing procedures and processes and make recommendations for change, workload analysis and cross/backfill training 30% (E) Supervision Recruit, train, and evaluate the performance of subordinate staff. Promote customer satisfaction and quality service, assist in increasing employees knowledge base and overall work performance, initiate or recommend changes that promote innovative solutions to meet customer needs and positive team building. Coordinate staffing and personnel actions in order to accomplish objectives consistent with unit, Division and Department goals and objectives. Strengthen performance by defining and communicating job duties and expectations; reviewing work products; providing feedback; completing probationary and annual reviews, and identifying training and cross-training needs to maintain superior work quality. Encourage and guide career development of staff. Implement program, administrative, and personnel policies and procedures by communicating with staff to ensure policies are employed fairly, effectively, consistently, and efficiently. Oversee the review of work products for accuracy and completeness to ensure compliance with Generally Accepted Accounting Principles, State Controllers Office, State Treasurers Office, Department of Finance, FI$Cal, and the California Community Colleges, federal and State policies, laws and regulations. Participate in merit-based hiring, promotion, and employee development by applying the Departments personnel directives (e.g., Equal Employment Opportunity Policy Directive and Sexual Harassment Prevention Directive) to ensure a productive work environment that is free from discrimination and harassment. 15% (E)Attend relevant FI$Cal Meetings, Trainings, Webinars, and Workshops to keep up with the changes in FI$Cal and act as the agency liaison in all aspects related to FI$Cal; represent department by actively participating and providing input during sessions/meetings; advise management and associated accounting and program staff of FI$Cal updates; Prepare FI$Cal and Accounting written policy and procedures for accounting staff. 10% (E)Effectively communicate with the Director of Accounting and management to keep them informed of the current and forecasted financial position of the Department and its programs, including any issues and risks related to accounting procedures, processes, policies, technical issues, proposed legislation, or upcoming programmatic changes. Meet with Programs, Budgets and Division Executives on a regular basis to ensure encumbrances and expenditures are monitored by Division and program.5% (M)Acts as lead in the absence of the Director of Accounting and performs other duties as needed. IMPACT AND CONSEQUENCE OF ERROR: Failure to provide accurate financial information may result in the failure to carry out program-mandated requirements, loss of creditability by State and federal control agencies and other major departmental ramifications such as loss of fiscal year funding for the multiple funds and programs. Failure to perform supervisory duties could result in inaccurate monthly and annual reports; cash-flow issues which impact monthly payroll; increased cost to Agency for payment penalties; negatively impact projects if funds are not disbursed timely; and critical audit findings.PROFESSIONAL CONTACTS: Frequent contact with CCCCO staff at all levels Frequent contact with other State agenciesSPECIAL PERSONAL CHARACTERISTICS: Ability to take initiative with minimal guidance or direction. Ability to work independently, as well as, collaboratively as a team member Ability to manage, delegate and oversee work Strong oral and written communication skills especially presentation and facilitation capabilities Strong analytical, research, and presentation skills Positive attitude, open-mindedness, flexibility, and tact. Commitment to quality customer service that exceeds the customers expectations. Excellent organizational and project management skills Focus attention to detail and follow-through. Multitask, meet deadlines, and adjust to changing priorities in a cooperative manner. Good attendance and punctuality record. Consistently exercise a high degree of initiative and accuracy. Analyze situation and adopt effective course of action. Willing to work outside of normal business hours Maintain confidentiality of sensitive, personnel related work. Working proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. Communicate confidently and courteously in a clear and concise manner in a diverse communityWORKING AND ENVIRONMENTAL CONDITIONS Ability to use standard computer, ten key and office machines. Proficient with computer technology and software programs. Communicate in a clear and concise manner Work in a climate-controlled, open office environment under artificial lighting. Exposure to computer screens and other basic office equipment. Ability to telework during COVID pandemic I have read and understand all the requirements and information above and discussed the duties listed above with my supervisor and can perform them either with or without reasonable accommodation (RA). (If you believe you may require RA, please discuss this with your hiring supervisor. If you are unsure whether you require RA, inform the hiring supervisor who will discuss your concerns with the RA Coordinator.)Employee Signature:Date:I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.Supervisor Signature:Date:     State of California California Community Colleges Chancellor's Office Page  PAGE 2 of  NUMPAGES 5 Incumbent: Vacant Classification: Accounting Administrator II Position Number: 364-900-4542-001 State of California California Community Colleges Chancellors Office Page  PAGE 1 of  NUMPAGES 5 (rev. 07.2016)  23CDJKL`rsϼoaSE6h`hHrB*CJ^JphhKJB*CJ^JaJphhTWB*CJ^JaJphhCPB*CJ^JaJph$hIEhz5B*CJ^JaJphhbB*CJ^JaJph!hIEhh0B*CJ^JaJphh`B*CJ^JaJphhIEhh0CJ^JaJ$hIEhh05B*CJ^JaJphhokhz5B*^Jph hokh5B*CJ^Jph hokh{i5B*CJ^Jph23DKwne $Ifgd.q $Ifgd,vkd$$Ifl0d+0^,4 layta\ $Ifgdv{_$a$gd-)BKLar $Ifgdv{_vkd$$Ifl 0d+0^,4 layta\rsx $Ifgdb $Ifgd.qtkd$$Ifl0d+0^,4 layta\   ? @ \ ] g h i 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