State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 Position Code 1. ACCOUTA 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 LICESIG AD REGULATORY AFF 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Finance and Administrative Services 4. Civil Service Position Code Description 10. Division Accountant-A Financial Services 5. Working Title (What the agency calls the position) 11. Section Federal Accountant Federal Finance 6. ame and Position Code Description of Direct Supervisor 12. Unit LAKE, DAW M; STATE ADMIISTRATIVE MAAGER-1 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work MACKAY, LORA J; STATE DIVISIO ADMIISTRATOR 17 611 W. Ottawa Street, Lansing MI 48933 / 8:00 A.M. to 5:00 P.M. Monday through Friday 14. General Summary of Function/Purpose of Position This Accountant serves as a recognized resource for the Michigan Public Service Commission including the Gas Pipeline Safety, State Damage Prevention Program and One Call grants; Bureau of Fire Services including Hazardous Materials Emergency Preparedness grant, Homeland Security Grant Program, Federal Emergency Management Agency grants; United States Environmental Protection Agency including Underground Storage Tank grant, and United States Department of Energy including the State Heating Oil and Propane Program grant and the State Energy Plan formula and competitive grants. This position performs the duties associated with the Revolving Loan Fund. Also, acts as a back up for other federally funded grants within the department. This Accountant is responsible for significantly complex quarterly reporting summaries and very complex federal financial reports and performs a detailed and complex analysis of grant financial data. In addition, performs a variety of intricate tasks year-end closing for this assigned work area. This position performs tasks related to the Internal Control Evaluation. Also, performs special projects assigned by the Federal Finance manager.
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: 60 This Accountant position serves as a recognized resource for a significantly complex quarterly reporting summary and complicated and lengthy federal financial reports for the Michigan Public Service Commission including the Gas Pipeline Safety, State Damage Prevention Program and One Call grants; Bureau of Fire Services including Hazardous Materials Emergency Preparedness grant, Homeland Security Grant Program, Federal Emergency Management Agency grants; United States Environmental Protection Agency including Underground Storage Tank grant; and United States Department of Energy including the State Heating Oil and Propane Program grant and the State Energy Plan formula and competitive grants. This position also performs the duties associated with the Revolving Loan Fund. Meets with program office on regular intervals to discuss financial issues. Also, in some instances, prepares budgetary projections for federal grant programs. Distinct and complex reports are completed for each quarter by performing the following steps: 1-Extracts queries through Web Intelligence including detailed revenue and expenditure information for all expenses within each appropriation. 2-Analyzes and validates costs to ensure they are assigned to the correct grant and funding source; determine if corrections are needed and process corrections via entry of journal voucher in SIGMA. 3-Researches lengthy and complex federal guidance to ensure reporting compliance by program. 4-Calculates other expenses and appropriations such as rent, DIT, cost allocations, indirects, etc. Determine if corrections related to allocations are needed and process corrections via entry of journal voucher in SIGMA. 5-Prepares financial reports for the program on a monthly and quarterly basis. Enters complex and lengthy information regarding federal and non-federal expenses into multiple reporting systems for federal approval requiring an intricate understanding of SIGMA screens, Web Intelligence and all matching percentages related to federal grants. 6- Extracts queries for prior year revenues and expenditures related to initial budget projections for the next fiscal year during the business planning process to assist the programs with planning. Compares data with prior year expenditures and revenue to determine if calculated results are reasonable. Meet with program for financial discussion and concerns related to budgeted amounts. 7-Extracts queries to calculate projected annual direct and indirect costs by grant program to ensure federal funds will remain available for current and future requirements. 8-Projects revenue and expenditures for the balance of the fiscal year by researching encumbrances, personnel issues including vacancies, reclassifications, coding of time by grant and leave of absence durations for applicable employees. These projections must be completed for multiple grants within each appropriation. 9-Consult with program offices, federal awarding agency contact and other necessary agencies to gather pertinent data that affects the programs regarding expenses from the program director and the federal awarding agency contact. 10- Respond to and assist program management with any questions and concerns. 11- Consult with program offices to discuss financial projections, expenditures and status of position vacancies, retirements, backfills and related hiring implications regularly throughout the year. 12-Keep abreast of SIGMA changes, updates, coding, job aids and continuous improvements. Duty 2 General Summary: Percentage: 15 This Accountant performs the reconciliation of the Department's complex grant accounting system to SIGMA
1-Compares and analyzes considerable financial data from various department grant accounting systems with the SIGMA system and investigates discrepancies with a detailed understanding of the complexities involved when comparing multiple reports. 2-Prepares complex corrections related to one or multiple errors or reclassifications from reconciliations via entry of journal vouchers in SIGMA. 3-Reviews and provides input related to important sub-grantee contracts, potentially difficult to understand sub-grantee expenditure reports and payment logs to determine accuracy of financial data in the grant accounting and SIGMA systems. 4-Extracts and reviews query results to calculate and process the bi-weekly drawdowns of federal funds for multiple federal grant programs by reviewing detailed Web Intelligence queries based on grant expenditures. 5-Extracts query and reviews query results to prepare complex inter-agency billings on a quarterly or annual basis as required per agreement, verifies revenue is received in SIGMA and coded properly. Duty 3 General Summary: Percentage: 10 This Accountant is responsible for establishing and liquidating numerous and complex sub-grantee accounts receivables and payables. Performs substantial and complicated year-end closing activities for assigned work areas. Complete tasks at year end to close out the department's books including establishing encumbrances, accounts payable, accounts receivable, interagency transaction entries, journal voucher indirect cost revenues to fund specific expenditures within grants and close all federal grants in SIGMA as well as prepare a SEFA reconciliation worksheet for each federal grant. The accountant is responsible for establishing entries to record accounts receivable balances owed to the state from federal agencies at year-end: 1-Summarizes complex and lengthy financial data needed to determine establishment of multiple grant receivables. 2-Reviews potentially difficult to understand sub-grantee expenditure reports to determine proper liquidation of complex grant accounts receivable. 3-Prepares and maintains complicated supporting documentation for the establishment of complex grant receivables. 4-Performs a significant reconciliation of the grant management database and cash management database for establishment of local grant receivables at year-end. 5-Complex entry of multiple grant receivables in the SIGMA system within DTMB required timeframes. The accountant is responsible for establishing entries to record accounts payable balances owed to vendors at yearend: 1-Summarizes complex and lengthy financial data needed to determine establishment of multiple sub-grantee payables. 2-Reviews potentially difficult to understand sub-grantee expenditure reports to determine proper liquidation of complex sub-grantee accounts payable. 3-Prepares and maintains complicated supporting documentation for the establishment of complex sub-grantee payables. 4-Reviews numerous cash disbursements to determine the liquidation of potentially complex accounts payables. 5-Performs a significant reconciliation of the grant management database and cash management database for establishment of local sub-grantee accounts payable at year-end. 6-Complex entry of sub-grantee payables in the SIGMA system within DTMB required timeframes. May perform other complicated year-end closing activities as assigned. Duty 4
General Summary: Percentage: 10 This Accountant is responsible for the federal portion of the Internal Control Evaluation (ICE). This involves ensuring compliance with the department's overall internal control system. 1-Evaluation of soft control activities. 2-Evaluation of fraud risks. 3-Evaluation of Financial Management and related activities. 4-Evaluating compliance with major federal program requirements. 5-Compiles financial evaluation results for inclusion in report to DTMB, Office of Internal Audit Service Duty 5 General Summary: Percentage: 5 Other duties and special projects as assigned by the Federal Finance Manager. Research special requests assigned by the Federal Finance Manager of the Finance Director Research complex projects required by auditors. Research complicated federal and state regulations related to multiple grants. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. This position makes daily decisions individually related to federal reporting that will be reviewed with management. 17. Describe the types of decisions that require the supervisor's review. This is a recognized resource level position. Work is performed independently and considerable independent judgment is used to make decisions in carry out assignments that have significant impact on services or programs. Guidelines may be available, but require adaptation and/or interpretation to determine appropriate courses of action. 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. ormal office environment with periodic intense required deadlines for federal reporting and year-end closing activities 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? Duties outlined in summary and #15. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. ew Position 25. What is the function of the work area and how does this position fit into that function? The function of Federal Finance is to provide accounting and financial reporting for federal grant funding. This position independently and regularly prepares complex federal financial reports and an extremely detailed analysis of grant financial data. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Possession of a bachelor's degree with at least 24 semester (36 term) credits in accounting. EXPERIECE: For the Accountant 9 level, no specific amount or type of experience is required. For the Accountant 10 level, one year 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 9 or Auditor 9. For the Accountant 11 level, two 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 10 or Auditor 10. For the Accountant 12 level, three 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 11 or Auditor 11. Alternate Education and Experience Accountant 9-12 Possession of a Certified Management Accountant certification (CMA) may be substituted for six months of Accountant P11 experience. OR Possession of a Certified Public Accountant certification (CPA) may be substituted for one year of Accountant experience. KOWLEDGE, SKILLS, AD ABILITIES: Good personal skills and professional integrity, good organization skills, ability to communicate effectively with all levels in the organization or outside agencies. High degree of initiative and willingness to assume greater levels of responsibility. Some knowledge of federal funds, SIGMA, Web Intelligence, computers and databases preferred. 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 Date TO BE FILLED OUT BY APPOITIG AUTHORITY 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. CAROL BOTKE Appointing Authority 5/1/2018 Date 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 Date