POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. FICALTE 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 DOC-CORRECT CETRAL OFFICE 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) Budget and Operations Administration 4. Civil Service Position Code Description 10. Division Financial Analyst-E Budget and Projections 5. Working Title (What the agency calls the position) 11. Section Financial Analyst 9-P11 Budget 6. ame and Position Code Description of Direct Supervisor 12. Unit WEAVER-READ, LOREE A; STATE ADMIISTRATIVE MAAGER-1 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work PIKE, SHAO L; STATE DIVISIO ADMIISTRATOR 17 Grandview Plaza E. Michigan Ave., Lansing, MI / 8:00am - 5:00pm, Monday - Friday 14. General Summary of Function/Purpose of Position This analyst position is responsible for the coordination, preparation, compilation, research, analysis and monitoring of the Department s $2.0 billion budget, including but not limited to all central office accounts, federal grants, and restricted revenue accounts. This position will participate in the development of budget documents, review submissions from across the department which request additional funding, recommend changes in programs, and analyze current operations to see if funding levels are appropriate utilizing Sigma Financial, Sigma HRM, Business Intelligence and Business Objects. This position will assist with the development of annual spending plans, assist preparing statewide spending plans for Central Office, prepare the vacany report and maintain the sigma profiles for the department.

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: 50 With the guidance and support of the budget manager this position will prepare portions of the annual budget request, including individual budget detail and program revision requests, including items requested by individual programs and items identified as requiring adjustment and/or enhancement including technical transfers within MDOC and with other state agencies. Analyze total fiscal impact on institutions, field operations, central office and the department overall. Assist all areas in compiling proper information for the development of budget requests, resource allocations and supplemental funding. Compile reports and related correspondence as requested from the data available. Work with facilities and administrations in compiling proper information for the development of budget requests, resource allocation and supplemental funding. Compile the department statewide vacancy report on a bi-weekly basis. Maintain Sigma chart of accounts, reference tables, HRM accounting etc. Develop business intelligence/business object queries/reports. Participate in the development of annual Sigma budget development requests. Develop queries to monitor spending both monthly and by pay period for state-wide appropriation accounts. Provide updates to the Budget Officer on staffing and spending levels in comparison to approved spending plans/annual appropriation levels. otify managers when spending levels are out of compliance with approved spending plans with sufficient detail to facilitate manager s review and action. Duty 2 General Summary: Percentage: 25 Working with the budget manager, in developing annual spending plan instructions, forms, queries and spreadsheets for use by the Department as well as develop annual budget request documentation and department-wide overhead calculations. Assist with preparing instructions, forms, and spreadsheets for annual spending plan requests for all areas of the Department. Working with supervisor, develop Business Intelligence and Business Objects queries to facilitate uniform calculations for all personnel costs across the Department. Monitor expenditures throughout the year for conformance with authorized spending plans and appropriations, making note of changes required in subsequent fiscal years. Duty 3 General Summary: Percentage: 15 Assist with developing annual spending plans for all centralized accounts in Central Office, monitor same for submission of subsequent fiscal year budget for enhancements/reductions and changes. Review prior and current fiscal year changes to the appropriations and assure that proposed spending plans includes all changes. Utilizing forms, queries and materials developed in Duty 2, assist preparing spending plans for all appropriations encompassing Central Office which includes Unclassified Positions, Departmental Administration and Support, IT, One Time Appropriations & Correctional Facilities Administration Duty 4

3 General Summary: Percentage: 10 Other duties and special projects as assigned. Individual tasks related to the duty as required. Serve as a back up for Overtime reporting, Custody Staffing Assignments and Projections area. Develop clear report and chart formats to present data clearly and concisely. Use all state data sources and software (Business Intelligence, Business Objects, Excel, Word, HRM, SharePoint, SIGMA, etc.) to develop information as needed. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Decisions on the presentation and format of information to the Budget Officer. Develop and recommend technical transfers and staffing and funding levels for new and existing programs. Availability of funds for programs. Availability of funds for grants. 17. Describe the types of decisions that require the supervisor's review. When a policy decision or change appears warranted or when requests for information are received from sources outside of the Department and may be sensitive in nature. When a proposed change submitted from within the Department has significant cost implications for both the individual program and the rest of the Department. When information developed has potential impact on the Department s funding and or its ability to complete its mission. 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. Majority of time is spent sitting using a computer or attending meetings. Some travel to correctional facilities and various training sites is required. Work within prisons and occasional contact with prisoners and convicted felons is required. Late evening and weekend work can be required without prior notification especially between September and February. 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? This analyst works with the State Administrative Manager to develop instructions both for spending plans and for the annual budget development process as well as assisting in preparing all of the central office spending plans and centralized account spending plans. This analyst will also prepare the bi-weekly vacancy report for the department. This individual develops information on an ad hoc basis as needed to respond to requests, etc. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed.

4 Downgrading from the 12 level to the 9-P11 for training purposes. This position will still work independently but with more supervision then the 12 level. This position will no longer be the recognized resource for the department. This position will not be completing spend plan submissions, it will no longer recommend spending levels, or changes to the budget cycle. It will not compile statistical and financial information to SBO, Governor Office, or fiscal agencies. High profile and new initiatives in developing budgets have been removed also. 25. What is the function of the work area and how does this position fit into that function? The Budget Office is responsible for the review and maintenance of custodial staffing charts, development of all details of the Department s annual budgetary request to the State Budget Office and the Legislature, annual spending plans (instructions, review and issuance of same), development of detailed spreadsheets supporting the Governor s Executive Budget Recommendation for the Department of Corrections, and the coordination of responses to Legislative and Executive inquiries regarding fiscal and financial manners as well as inquiries from outside of state government. The Department of Correction s FY2017 budget currently totals $2.0 billion and over 13,000 staff, comprised of 30 correctional facilities and over 100 probation and parole offices geographically distributed throughout the state requiring clear communication throughout the year in order to maintain accurate budgetary projections. 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 9 o specific type or amount is required. Financial Analyst 10 One year 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 9, Accountant 9, or Auditor 9. Financial Analyst P11 Two 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 10, Accountant 10, or Auditor 10. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of fiscal planning, budgeting, accounting principles and personal computers, particularly Excel 10 as well as MAI and Business Objects. Excellent verbal and written communication skills. A strong analytical capability is critical to perform job duties. umeric skills and detail orientation. Ability to read, review and analyze information rapidly. Tact, patience and ability to explain financial information to managers and staff who may not have a financial background. 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

5 TO BE FILLED OUT BY APPOITIG AUTHORITY Indicate any exceptions or additions to the statements of employee or supervisors. one I certify that the entries on these pages are accurate and complete. KYLA MOORE Appointing Authority 12/5/2017 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