POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. FICALTA 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 MDHHS-COM HEALTH CETRAL OFF 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Office of Services to the Aging 4. Civil Service Position Code Description 10. Division Financial Analyst-A Technical Assistance, Support and Compliance 5. Working Title (What the agency calls the position) 11. Section Financial Analyst ame and Position Code Description of Direct Supervisor 12. Unit COLLETTI, AMY B; DEPARTMETAL MAAGER-3 Financial Quality Support 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work WAMSLEY, SCOTT ; STATE BUREAU ADMIISTRATOR South Grand, Lansing / Monday - Friday, 8:00am - 5:00pm 14. General Summary of Function/Purpose of Position This position is the recognized resource for the allocation and distribution (Statement of Grant Awards) of federal, state and private funding for programs administered by the Aging and Adult Services Agency (AASA) using the federal funding award calculation process. This position is responsible for the coordination of federal requirements with the Department of Health and Human Services/Administration for Community Living, including but not limited to, Maintenance of Effort for Older Americans Act Title III and Title VII Ombudsman programs, verification of match for funding, and funding transfer requests. The position is the agency s liaison with the department s budget office for coordination, development and monitoring of the annual budget. This position tracks and reviews Area Agency on Aging Profile Summaries to ensure deadlines are met.

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: Percentage: 60 Oversee the financing and reconciliation of the federal and private pass through grants. Using the Federal funding award calculations process, determine funding allocations for all sub-grantees. Prepare and issue statement of grant awards (SGA) for each sub-grantee. Review all final Financial Statement Reports (FSRs) and other financial agreements for area agencies on aging (AAA) and other sub-grantees including verifying the match amount required under Title V pass through projects. Work directly with Central Grants in the Bureau of Purchasing for Federal reporting required under the Federal Funding Accountability and Transparency Act (FFATA) for all Federal pass through agreements. Prepare special analyses of financial data, research pass through grant compliance requirements, perform other special analysis, and other financial reports requested by management. Work with Federal/state auditors assigned to review pass through grants. Prepare, record, and monitor the fiscal year-end closing of assigned pass through grants. Issue the Catalog of Federal Domestic Assistance (CFDA) for all Federal pass through grants. Oversee the creation of the financial information required in all Federal grant applications. Calculate the Indirect Rate allowed in the pass through grants. Coordinate with Accounting Division for revenue received as paybacks from the sub grantees. Establish, pay, and write off accounts payable/accounts receivable. Prepare federal Maintenance of Effort report required for Title III/ Ombudsman semi-annually. Prepare, calculate and request the carry forward Federal amounts for grants awarded to Aging and Adult Services. Verify/confirm CPA confirmation requests letters. Work with field staff and AAAs to determine annual federal Title III transfers; request transfers from AoA. Verify that grantees not debarred, suspended or ineligible from covered transactions with any federal department or contractor. Retrieve AAA Subrecipient questionnaires from e-grams and save to the TASC folder in the group drive. Track and retrieve AAA Financial Summary Profile (FSP) from OSA Secure Report File Drop, ensure submitted by due date and follow up with AAAs if not received. Calculate Targeted Case Management (TCM) amounts quarterly, notify AAAs of approved earnings. Prepare and make payments to grantees and vendors, as needed. Duty 2 General Summary: Percentage: 30 Coordinate development and monitoring of the annual budget and other financial activities in Aging and Adult Services.

3 Coordinate with AASA staff and the Bureau of Budget with the development of the annual budget soliciting Aging and Adult Services staff input. Provide input on and coordinate the design and monitoring of accounting structure to record expenditures and revenue activity for use in decision-making by the Aging and Adult Services Director and Deputy Director. Make recommendations regarding budget and program issues. Coordinate and recommend approval/denial of administrative fund requests. Develop, update, and maintain an internal fund source worksheet by program for Aging and Adult Services management. Provide coding to Accounting/Cashiers Office, grantees and staff for cash/check receipts; maintain/track receipts in Finance drive. Coordinate with grant manager to develop of Title V budget for renewal application. Prepare inter-agency agreements for Aging and Adult Services programs. Duty 3 General Summary: Percentage: 10 Coordinate management staff on audits, and other duties as assigned. Coordinate with management staff on audits related to financial questions pertaining to pass through projects. Provide key input on monitoring plans and risk assessments for grantees. Other duties as assigned. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Using available guidelines and/or procedures independent judgment is used to make decisions in carrying out the grant management assignments. Decisions affecting various Aging and Adult Services staff information provided to external funding agencies. 17. Describe the types of decisions that require the supervisor's review. When policies or guidelines are unavailable or unclear. 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. This position involves the repetitive movements associated with routine computer use. Short deadlines are common and independent judgment is sometimes required to overcome stressful obstacles such as late reports, lack of available information, changes in the State accounting system, etc. Extra hours are necessary during certain periods of time, especially during year-end closing. 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.

4 22. Do you agree with the responses for items 1 through 20? If not, which items do you disagree with and why? Management prepared. 23. What are the essential functions of this position? Position spends the majority of the day sitting at a desk or in front of a computer screen. Must have mental capacity to operate complex computer programs, perform mathematical calculations, and design and conduct statistical data analysis. This position must have the ability to visually read, review, scan, design, develop, interpret, and analyze complex budgets and policy information. This position must have the manual dexterity to allow for continual operation of a computer. Must be capable of utilizing voice mail, electronic mail, and telephone systems. This position requires the occasional lifting of various weights. This position may also require the person to be able to travel between different locations and agencies throughout the state. 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 Quality Operations Division performs and oversees functions of common concern and interest across the Executive, Community Services, and Program and Partnership Development divisions including; management of the aging information systems; federal and state program reporting; research and planning; training; state plan development and monitoring; public information; volunteer services; and continuous quality improvement efforts. This position is responsible for AASA s financial management responsibilities associated with federal and private grant programs administered by AASA. Is responsible for all fiscal control, reporting, maintenance, policy and procedures necessary for the proper financial management of all grant programs. It also provides assistance in the year-end closing of AASA s appropriations. This position is also responsible for the full budget responsibilities department-wide and serves as the agency s budget advisor to the director and management staff. 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 in any major with at least 24 semester (36 term) credits in one or a combination of the following: accounting, finance, or economics. EXPERIECE: Financial Analyst 12 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. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of governmental accounting principles methods, practices and terminology, MAI and computer software. Good organizational skills. Knowledge of federal and state statutes, regulations and rules, and policies and procedures applicable to office programs. Ability to plan, coordinate and expedite work project. Ability to interpret and communicate complex rules and regulations. Ability to communicate clearly and effectively both verbally and in writing. Ability to exercise independent judgment and the ability to work well with other staff and agencies. Must be able to understand, operate and utilize complex computer software applications and reporting systems. CERTIFICATES, LICESES, REGISTRATIOS: /A 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.

5 /A I certify that the entries on these pages are accurate and complete. LIBERTY IRWI Appointing Authority 11/28/2017 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