State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI POSITION DESCRIPTION. 12. Unit

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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. FINCALTEC80N 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.) 8.Department/Agency Natural Resources 3.Employee Identification Number 9.Bureau (Institution, Board, or Commission) Resource Management 4.Civil Service Position Code Description Financial Analyst-A (12) 10. Division Forest Resources 5.Working Title (What the agency calls the position) Senior Financial Analyst 11. Section Program Services 6.Name and Position Code Description of Direct Jennifer Houle, Accountant Manager Unit Financial Support 7.Name and Position Code Description of Second Level Supervisor Lou Ann Fedewa, State Adm. Manager Work Location (City and Address)/Hours of Work 525 W. Allegan Street, Constitution Hall, Lansing, MI Monday-Friday, 8:00 a.m. 5:00 p.m. 14. General Summary of Function/Purpose of Position The Forest Resources Division (FRD), Financial Support Unit is responsible for the financial management of various federal grant programs. This position will serve as the recognized resource as the federal grants coordinator in FRD and will be responsible for reconciling and analyzing financial data, establishing and maintaining federal grant coding, tracking federal grant expenditures, and creating various financial reports. In addition, this position will assist with the interim accounting assessments and year-end closing duties as needed. 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 60 Serve as the recognized resource as the federal grants coordinator for the division. Develop, modify, maintain, and review financial reports to support and monitor FRD federal grant programs at the appropriate level of detail. These reports must balance or reconcile with official accounting records. Evaluate and compile data from program managers to prepare initial and revised budgets for federal grants. Coordinate and receive all federal grant applications, to ensure they are submitted timely, accurately, and completely and reflect current state and federal requirements. Monitor approved federal grants to ensure that grant reporting is accurate and timely. Compile, reconcile, and analyze financial data to ensure accurate monthly federal grant billings for submission to DNR Federal Aid. Prepare/enter correcting entries for coding errors or ineligible expenditures charged to federal grants. Develop and maintain grant financial data reporting tools for division staff. Develop, prepare and make recommendations for FRD s memorandum of understanding (MOU) agreements related to federal grants. Evaluate existing grants to coordinate grant and MOU amendments and project date extensions. Advise appropriate staff of required actions. Develop and make recommendations for amendments/extensions with appropriate staff. Establish grant coding using Cost Accounting Setup and Cost Accounting Modification documents in SIGMA financial. Propose, research, develop, and maintain desk manual for job duties. Possess knowledge of basic accounting principles especially in the areas of accounts payable, expenditure reconciliation, journal vouchers, and chart of account elements. At year-end, this position is responsible for submitting all final fiscal year grant billings in a timely manner and ensuring all ineligible costs are moved to other accounts. Ensure federal grant budgets have not been exceeded and all budget modification or grant extensions have been submitted by federal deadlines. Provide guidance to program staff related to federal grant programs. Serve as recognized resource person for federal program and financial audits. Serve as the financial representative for FRD and respond to federal agency requests. Provide federal grant updates to Unit s financial manager including researched and analyzed budget impacts. Review and approve grants given encumbrances and payments for correct chart of account elements in SIGMA. Provide guidance to program staff on grant agreement language including terms and conditions. Hold quarterly meetings with federal program managers to monitor grant spending progress. Provide training and guidance to program staff on SIGMA grants given functionality. Develop Business Intelligence queries to access the information necessary to assist in the preparation of financial reports related to federal grant programs. Acquire knowledge and information regarding reporting and program structure to assist in preparing proper reports. Assist with the interim accounting assessments and year-end closing process for the federal grant programs within the division. Review ineligible expenditures within the federal grant programs and complete any necessary correcting entries. Page 2

3 Duty 2 General Summary of Duty 2 % of Time 30 Monitor and evaluate the Good Neighbor Authority (GNA) program. Monitor the federal interagency fire suppression activity and compile data for the reimbursement billing. Compile, reconcile, and analyze the financial data, including revenues and expenditures, related to GNA on a monthly or as needed basis. Create and run the necessary Business Intelligence reports to gather the data and reconcile transactions. Develop and implement methods for tracking revenue, expenditures, and program income related to GNA. Monitor and analyze GNA revenue refunds to Forest Service. Attend GNA meetings as necessary. Compile and provide GNA information to federal aid coordinator for financial reporting purposes. Analyze and review the expenditures related to the federal interagency fire suppression activity. Compile the detailed expenditure report that is used for reimbursement by the federal agency or other state agencies. Enter and validate any necessary correcting entries. Duty 3 General Summary of Duty 3 % of Time 10 Other duties as assigned Special projects as assigned by supervisor. Miscellaneous duties as necessary for the Section. Year-end close assistance. Page 3

4 Duty 4 General Summary of Duty 4 % of Time 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Research and make adjustments to grants which may have inappropriately been charged. Develop financial reports to address specific requests. This impacts FRD s federal grants and our operating budget. 17. Describe the types of decisions that require the supervisor s review. The resolution of issues that is unusual in nature. 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 is 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, changing priorities and deadlines, and high stress levels. Year-end closing creates additional pressure due to the short amount of time allotted for the completion of processing transactions for closing. Page 4

5 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. 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 serves as the recognized resource as the federal grants coordinator in the Forest Resources Division (FRD). The employee will review, monitor, and analyze all federal grant expenditures as well as match transactions and create various financial reports related to federal grant expenditures. Serve as the main financial contact for GNA which includes analyzing GNA revenues and expenditures and creating necessary reports. In addition, this position will assist with the interim accounting assessments and year-end closing duties as needed. Page 5

6 24. Indicate specifically how the position s duties and responsibilities have changed since the position was last reviewed. New position 25. What is the function of the work area and how does this position fit into that function? The Program Services Section provides various types of business, financial, personnel, administrative and program support to all forest management units statewide. This position reviews, monitors, and analyzes all federal grant financial transactions and GNA transactions within FRD. In addition, this position assists with interim assessments and year-end close activities. 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 in any major with at least 24 semester (36 term) credits in one or a combination of the following: accounting, finance or economics. EXPERIENCE: Three years of professional experience providing a systematic review, analysis, interpretation, and/or evaluation of budgets, mortgages, loans, or other financial data, equivalent to a Financial Analyst, including one year equivalent to a Financial Analyst P11, Accountant P11, or Auditor P11. KNOWLEDGE, SKILLS, AND ABILITIES: Ability to analyze complex financial information and present it to technical and non-technical users in a clear and understandable manner. Ability to analyze complex financial data. Ability to work well with others and to exercise tact and diplomacy in meetings and dealing with others. Ability to assume independent responsibility for completion of daily work assignments. Ability to work well under pressure. Effective communications skills are mandatory. Page 6

7 CERTIFICATES, LICENSES, REGISTRATIONS: NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable 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. Date Page 7