ࡱ> Y ?bjbj88 8ZpeZpe7h h 8d]lHj0 yH{H{H{H{H{H{H$dKNH!!!HH+++!RyH+!yH++ BEޛP"DFeHH0HDO"OEOE +   HH&T   H!!!!O         h s: CS-214 REV 08/2007 1. Position Code State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909Federal privacy laws and/or state confidentiality requirements protect a portion of this information.POSITION DESCRIPTION  This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form. This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE. 2. Employees Name (Last, First, M.I.) Vacant 8. Department/Agency Michigan State Police 3. Employee Identification Number (omit letters)  9. Bureau (Institution, Board, or Commission) Field Support Bureau 4. Civil Service Classification of Position Accounting Technician 10 10. Division Office of Highway Safety Planning 5. Working Title of Position (What the agency titles the position) Accounting Technician 10 11. Section Financial Management Section 6. Name and Classification of Direct Supervisor Spencer J. Simmons, Accountant Manager 14 12. Unit  7. Name and Classification of Next Higher-Level Supervisor Michael L. Prince, State Office Administrator 17 13. Work Location (City and Address)/Hours of Work 7150 Harris Drive, Dimondale, MI 48821 8 a.m. to 5 p.m., Monday Friday, and as required. 14. General Summary of Function/Purpose of Position This position serves as the accounting technical support at an advanced level for the Fiscal Section, which handles all financial aspects of the federal and state grant programs, purchase orders and invoices within the Office of Highway Safety Planning. Responsibilities include the pre-auditing of complex financial documents, reimbursements, disbursement of funds, maintenance and reconciling of records related to financial transactions and expenditures. This position must be able to work independently in completing complex cost statements, preparing and entering journal vouchers and assisting with year-end finances. This position also serves as the purchasing liaison, division training coordinator, and the Mi-Train liaison for all our division training conferences and courses, purchasing liaison and division training coordinator. For Civil Service Use Only  15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty. List your duties in the order of importance, 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 60 Provide financial and technical support for the federal highway safety program at an advanced level. Individual tasks related to the duty. Prepare monthly cost statements for all federal in-house grants from Statewide Integrated Governmental Management Application (SIGMA) reports and Business Intelligence queries. Design and update complex spreadsheets to track fund type, federal program area, and SIGMA coding. Review and analyze costs for appropriateness to the program, utilizing knowledge of federal and state regulations. (1) Proactively identify miscoded expenses and revenues in OHSP accounts through review of SIGMA reports, Business Intelligence queries, and reconciliation of accounts, and prepare and input journal vouchers or other corrective action (2) Enter requests for reimbursement of costs incurred by federal grantees into SIGMA, creating direct vouchers for payment. Provide payment information to the Budget and Financial Services Division. Develop and implement new processes and spreadsheets for streamlining the federal cost reimbursement process. Prepare and process federal reimbursement requests, utilizing the Grant Tracking System (GTS) for National Highway Traffic Safety Administration (NHTSA) payments. Research federal fund request and reporting requirements for special grant funding sources and prepare appropriate documents. (3) Maintain files for all grant payments in grantees notebooks, and maintain central filing of GTS requests and direct vouchers. Audit back-up documentation of grantees financial reimbursement claims to determine eligibility for payment and the correct fund source according to federal regulations. Work with multiple staff from grantees organizations to obtain additional or corrected information when needed. (4) Reconcile SIGMA, the federal grant tracking system, and various complex internally prepared spreadsheets to insure accurate federal and state reporting. (5) Perform year-end close activities, including set-up of receivables in MI-Cars, tracking of liquidation of payables and receivables, monitoring and closing/ liquidation of encumbrances, and reconciling of accounts. (6) Duty 2 General Summary of Duty 2 % of Time 2 Track in-house (direct) expenses for the Office of Highway Safety Planning, review for accuracy and appropriateness, and process payments for the fiscal manager to approve, at an advanced level.Individual tasks related to the duty. Audit invoices, travel vouchers, purchase order draws, and other source documents for accuracy and appropriateness to the federal and state programs. Assign correct coding based on knowledge of federal and state regulations. Maintain Program Code profiles for Division. (7) Enter requested amount as direct voucher in SIGMA or as a draw from an established purchase order. For invoices greater than the delegated authority for the division, provide back-up documentation to the appropriate MSP staff to release in SIGMA. Serve as Divisions liaison with vendors on all payment issues. Assist new vendors with establishment of identification information within SIGMA, in order to receive payment. Contact vendors on any questioned items on payment requests, or for missing information. maintain and update vendor identification lists. Provide financial and technical support back-up for the state grant programs (416 Secondary Road Patrol (SRP) and Truck Safety).  Duty 3 General Summary of Duty 3 % of Time 28 Handle procurement-related activities at an advanced level and complete other duties as assignedIndividual tasks related to the duty. Serve as purchasing liaison with Budget and Financial Services for Division. Audit and reconcile all procurement card purchases and make adjustments to correct federal and state fund sources as required. (8) Prepare the financial portion of purchase orders as requested by Division staff. Audit complex payment requests from vendors and reconcile against corresponding purchase orders. (8) Provide guidance and assistance to Division staff concerning state procurement rules. Serve as back-up for ordering and maintenance of supplies for Division. Perform other duties as assigned.Duty 4 General Summary of Duty 4 % of Time 10 Coordinate registration and accounting for all OHSP conferencesIndividual tasks related to the duty. Design and test procedures for newly developed Mi-Train system for conference registration. Work directly with DTMB staff to resolve all Mi-Train issues. (9) Maintain registration information, assist attendees with registration, and develop spreadsheets for tracking expenses and budgets for the Divisions annual Traffic Safety Summit and other OHSP sponsored conferences. (9) Reconcile all financial transactions within the Mi-Train and Mi-Cars systems, consisting of direct credit card payment, interagency transfers, credits or discounts applied for the annual Summit Conference. (9) Review itemized Summit Conference bill, recalculate totals, verify expenses, and process all Conference payments within SIGMA. Work with program staff to help set up courses for the Summit Conference, Traffic Enforcement Training Conference, Drug Recognition Expert (DRE) Training, and other courses as needed. Assist with creation of class rosters, name tags, and other activities associated with the conferences. Serve as Division Training Coordinator by maintaining training database for staff, and arrange all Civil Service training requested.  Duty 5 General Summary of Duty 5 % of Time Individual tasks related to the duty. Duty 6 General Summary of Duty 6 % of Time Individual tasks related to the duty.  16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary. Make decisions on the effective use of time available to meet priorities which will result in overall program compliance and completion. Decide the priority of payment for grant payments and invoices. Contact vendors and other agencies as needed to effectively process payments.  17. Describe the types of decisions that require your supervisors review. All payments and journal vouchers. Any decision that may set precedent 18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2. Environmental conditions do not exceed those routinely encountered in a business office 19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLE 20. My responsibility 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. 21. I certify that the above answers are my own and are accurate and complete. Signature DateNOTE: Make a copy of this form for your records. TO BE COMPLETED BY DIRECT SUPERVISOR 22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why? Yes 23. What are the essential duties of this position? Maintenance of records and preparation of cost statements to insure fiscal integrity of OHSPs programs Insuring payments are made to vendors within a timely manner through the SIGMA System Oversight of OHSPs purchasing functions Assistance with reconciliation of year-end financial records MiTrain coordinator for OHSP conferences and courses. 24. Indicate specifically how the positions duties and responsibilities have changed since the position was last reviewed. There have been several changes in this position. This position has taken on or increased responsibility to an advanced level in the following areas: Review of grantees back-up documentation (previously performed by an OHSP accountant) Preparation of cost statements for in-house grants involving creation and maintenance of complex spreadsheets, and reconciliation using Business intelligence (previously performed by an OHSP accountant) Research of all expenses incurred and classification within a complex funding structure (previously performed by an OHSP accountant) Direct entry of receivables into Mi-Cars and tracking of liquidation of receivables and payables (previously performed by OHSP or BFS accountants) Maintenance of all OHSP training, using Mi-Train and other training records (new activities within OHSP)  25. What is the function of the work area and how does this position fit into that function? The accounting section in OHSP manages all fiscal activities for approximately $28 million of federal and state-funded grants, greatly contributing to improved highway traffic safety in Michigan. This position provides support in this function, including payment of grants and invoices, preparation of financial records, and maintenance of supplies.  26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position? EDUCATION: High school diploma. Associate degree preferred.EXPERIENCE: Four years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician or two years equivalent to an Office Supervisor with a subclass code of BKPS.KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of purchasing rules, regulations, SIGMA reports, Business Objects, Mi-Train, Account Revenue System, MI-Cars, and financial terminology. Ability to prepare, review, and execute payments in compliance with state policies and procedures. Ability to analyze financial records and data and make arithmetic computations. Skill in use of office equipment and computers, especially spreadsheets. Ability to communicate effectively and maintain favorable public relations. Ability to work independently using good judgment and discretion. Ability to plan, organize, and handle office procedures in maintaining an even workflow. CERTIFICATES, LICENSES, REGISTRATIONS: NoneNOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position. 27. 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. Supervisors Signature DateTO BE FILLED OUT BY APPOINTING AUTHORITY 28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.  29. I certify that the entries on these pages are accurate and complete. 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