POSITION DESCRIPTION

Transcription

1 State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box Lansing, MI Position Code 1. ACCTTCHE 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 TRASPORTATIO CETRAL OFFICE 3. Employee Identification umber 9. Bureau (Institution, Board, or Commission) FIACE AD ADMIISTRATIO 4. Civil Service Position Code Description 10. Division Accounting Technician-E FIACIAL OPERATIOS 5. Working Title (What the agency calls the position) 11. Section ACCOUTIG TECHICIA 6. ame and Position Code Description of Direct Supervisor 12. Unit PROGRAM SUPPORT, OUTREACH AD BUDGET SECTIO CHAPMA, BREDA A; ACCOUTAT MAAGER-3 14 PROGRAM SUPPORT 7. ame and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work MOWRY, ADREA L; STATE ADMIISTRATIVE MAAGER W OTTAWA LASIG / 7/4P M-F 14. General Summary of Function/Purpose of Position This position is responsible for the accurate and timely collection of revenue for reimbursement of services provided and/or paid by the Michigan Department of Transportation, including the collection of revenue for claims against parties responsible for damages to state trunkline property. This position will maintain and improve the accounting systems necessary for financial controls over revenue recognition and collection and will participate in developing new processes, policies and procedures for a new accounts receivable system. Day to day functions of this position includes adjusting entries, balancing accounts, coding, revenue collections, financial and management reporting, invoicing, monitoring accounts, pursuing collection of delinquent accounts, reclassifying revenues, reconciling accounts and resolving billing issues.

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 Accurately analyze supporting documentation of billable expenditures, hourly rates, equipment rates, material costs and fringe benefit rates to establish accounts receivable to seek reimbursement from insured motorists who are responsible for damaging highway property. Review calculations and verify accuracy. Review supporting documentation from several data systems to determine the party responsible for the debt. Post to the accounts receivable system, create invoices, post adjusting entries and approve refunds. Update the write off ledger and reconcile at year end. Perform year end accounting transactions required to close the subsidiary accounts receivable ledger. Maintain and monitor reports used for dunning letters. Verify accuracy of accounts by review of reports such as the Aged Accounts Receivable Report. Examine and analyze billing data to determine the billable costs; labor hours and fringe benefits, equipment rates and material costs. Understand, interpret and apply laws, regulations and procedures related to creating an invoice to recover damages to highway property from insured motorists. Access data bases as needed to retrieve supporting documentation related to property damage from the Property Damage Reclamation Process system (PDRP). Review supporting documentation for accuracy and consistency to ensure the cost of the repairs are consistent with the physical aspects of the damaged property. Review the accident documentation to determine the responsible party Determine registered owner s name, address, and insurance carrier for each vehicle involved by searching the Secretary of State Vehicle Registration records. Post new invoice in the accounts receivable system, maintain accurate invoice amount by monitoring receipts, post required adjusting entries as needed and approve refunds. Monitor aging reports, issue dunning letters and all actions necessary to collect receivables. Maintain the ledger for write offs of bad debts, reconcile and close the ledger at year end. Following Generally Accepted Accounting Practices, maintain, reconcile and close the Damage Claim accounts receivable subsidiary ledger for year-end accounting purposes. Update policies, procedures and practices for the new accounts receivable system. Duty 2 General Summary: Percentage: 20 Direct customer contact, customer service and collection of delinquent accounts. Investigate disputed charges with all parties including insurance companies and responsible motorist. Employ internal policies and procedures to extent of ability to collect on delinquent accounts. Communicate effectively with insurance company claim adjustors by telephone and by creating supporting documentation as requested Communicate effectively with individuals to explain charges and the applicable Michigan Laws related to insurance coverage, no-fault laws and individual liability toward payment of damage claims Explain practices and procedures for collections while maintaining favorable public relations with contentious external customers. Interpret and explain Assistant Attorney General Opinions and Michigan o-fault Laws to debtors, lawyers and insurance claims adjustors concerning liability, applicable state law and settled court cases. Monitor the Aging Report. Duty 3 General Summary: Percentage: 20 Assist senior accounting technicians as needed in a training and development capacity. Assist with implementation of the new accounts receivable system Assist with reconciling accounting detail in the accounts receivable system prior to and after migration to the new system In a training and development capacity, serve as backup for all types of invoicing Learn to process all types of invoices following accounts receivable procedures Assist with posting final invoices for Project Accounting Assist with researching and reconciling accounts, posting adjusting entries and closing entries Research charges and verify costs, coding and reconciling items Maintain bad debt log for year-end accounting purposes Post correcting journal vouchers for over payments or additional charges Other as needed 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.

3 Determine if an insurance company or vehicle owner is the contact person for payment on a delinquent account. Interpret and decide which accounting policies and procedures apply to each claim to ensure proper invoicing Determine what additional back up documentation is being requested by Insurance Claim Processors, create financial reports and transmit to requestor Discuss concerns and issues with callers and determine appropriate action or if a Senior Technician or Supervisor needs to become involved 17. Describe the types of decisions that require the supervisor's review. Matters of policy and procedural changes, special assignments, or when procedures or instructions are not available. 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. Extended periods of time using personal computer. Sit, stand, stoop, twist as required to do routine office duties. Work is performed in a climate controlled office environment. 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 position is responsible for the accurate and timely collection of revenue for reimbursement of services provided and/or paid by the Michigan Department of Transportation, including the collection of revenue for claims against parties responsible for damages to state trunkline property. This position will maintain and improve the accounting systems necessary for financial controls over revenue recognition and collection and will participate in developing new processes, policies and procedures for a new accounts receivable system. Day to day functions of this position includes adjusting entries, balancing accounts, coding, revenue collections, financial and management reporting, invoicing, monitoring accounts, pursuing collection of delinquent accounts, reclassifying revenues, reconciling accounts and resolving billing issues. 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?

4 The function of the work area is to provide financial and accounting support services for the unique needs of the Department and program areas. This position fills the need for program support-invoicing for claims for damages to highway property. Work Area: Distributes approximately $925 million of Michigan Transportation Funds (MTF) to the 83 counties and 533 municipalities, in accordance with PA 51 of 1951, as amended. Annually review 616 Street Financial Reports for proper use and reporting of those funds. Provides financial analysis to support the program needs within the Department. Financial services include analyzing long term needs, cash flows and potential revenue streams to make decisions relative to funding major projects. Account for and annually develop the non-depreciable asset value of the Departments per GASB 34 standards. Administer and plan for the Departments bond program; perform unique accounting for Bonds, otes and Federal Grant Anticipation otes. Provides accounting support for program needs within the Department. Creates unique accounts receivable, land contracts, leases and other on behalf of the Department. Creates and accounts for the unique accounts payable, taxable transactions and other to support the program needs of the Department. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATIO: Education typically acquired through completion of high school. EXPERIECE: Accounting Technician 7 One year of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements equivalent to an Accounting Assistant E7. Accounting Technician 8 Two years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician 7 or an Accounting Assistant 8. Accounting Technician E9 Three years of experience involving posting to ledger accounts, reconciling accounts, executing adjustments, and preparing financial statements, including one year equivalent to an Accounting Technician 8, two years equivalent to an Accounting Technician 7, or one year equivalent to an Office Supervisor with a subclass code of BKPS. Alternate Education and Experience Accounting Technician 7 Completion of two years of college (60 semester or 90 term credits) with at least 16 semester (24 term) credits in accounting courses may be substituted for the experience requirement. Accounting Technician 8 Possession of a Bachelor's degree with at least 16 semester (24 term) credits in accounting courses may be substituted for the experience requirement. Accounting Technician E9 Possession of a Bachelor's degree with at least 16 semester (24 term) credits in accounting courses and one year of jobrelated experience may be substituted for the experience requirement. KOWLEDGE, SKILLS, AD ABILITIES: Knowledge of applicable laws and regulations related to collections for damages of highway property. Knowledge of accounting procedures, practices, methods, techniques and terminology. Ability to use of personal computers and software programs related to automated receivable and accounting systems. Ability to explain laws related to Michigan o-fault Insurance. Ability to explain practices and procedures for collections while maintaining favorable public relations with contentious external customers. CERTIFICATES, LICESES, REGISTRATIOS: Valid Driver's License Must be able to qualify for and be given security to data bases maintained by the Secretary of State s office and the State Police which contain sensitive and personal information about drivers, insurance policy information and police reports.

5 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. one I certify that the entries on these pages are accurate and complete. KELLEY SCHMITT Appointing Authority 1/29/2016 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