Item 9.E-April 1, 2011
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Michelle Smith
Position #(s): 17454
Current Title: Assistant Fiscal Officer, CABNR/NAES
Current Range: 2
(JCC:77770;3D;CM3531;CC095;E)
Department: Nevada Agricultural Experiment Station
College/Division: College of Agriculture,
Biotechnology and Natural Sciences
Account #(s): 1106-152-0001
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
(X) Revised PDQ only (no change in range or title)
( ) Line of Progression (show titles below)
Range:
JCC (Current
or new HR
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
Charlene Hart
Fiscal Officer, CABNR
____________________________________________________________
Director/Chair/Dean
Ronald Pardini
Interim Dean, CABNR / Director, NAES
__________________
Date
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Jannet Vreeland
Date
Interim Executive Vice President and Provost
Action Approved by the President (Completed by Faculty HR):
Position #: 17454
EEO Code: 3D
CUPA Code: CM3531
Exempt: Yes or No Census Code: 095
Job Class Code: 77770
Range: 2
Effective Date: 4/1/2011
Approved Title:
Assistant Fiscal Officer, CABNR/NAES
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Assistant Fiscal Officer, CABNR/NAES
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Assistant Fiscal Officer assists the Fiscal Officer of the Nevada Agricultural Experiment Station
(NAES) with six field laboratories and the College of Agriculture, Biotechnology and Natural
Resources (CABNR) in preparing and monitoring budgets by reviewing accounting reports, analyzing,
organizing, and balancing budgets, reviewing and making recommendations on budgets, and
analyzing the impact on existing and future budgets. The Assistant Fiscal Officer provides fiscal
guidance to the managers of the field laboratories. The incumbent reviews budget requests to ensure
compliance with budgetary directives, policies, regulations and limitations for authorized spending
limitations and determination of necessary adjustments. The Assistant Fiscal Officer oversees the
Effort Reporting for CABNR and NAES. The position reports to the Fiscal Officer, CABNR.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
35% - Staff Supervision and Management
 Oversee the CABNR/NAES accounting department under the direction of the Fiscal Officer
 Supervise and evaluate Classified accounting staff in department budget activities
 Prepare and organize new hire paperwork for department and Dean's office; review all
PAF/contracts prepared for Dean's office before final processing by Fiscal Officer; handle all
casual labor and student labor paperwork including timesheets
 Review and analyze all departmental self-supporting budgets
 Review all financial and budget documents before submitting to Fiscal Officer
 Maintain database in Access to track all grant awards the CABNR/NAES receives
 Assist departmental staff with questions regarding budgets and proper preparation of
paperwork
 Collect and analyze data to ensure orderly year-end spend down of State appropriations and
Federal budgets
 Review the Daily Deposit for completeness and accuracy before submitting to the Cashier’s
Office
 Manage billing and scheduling for Greenhouse
35% - Budget Preparation and Monitoring
 Prepare and monitor self-supporting budgets for CABNR/NAES
 Review accounting reports submitted to various sources
 Analyze, organize, and balance budgets
 Review and make recommendations on budgets
 Provide fiscal guidance to the managers of the field laboratories and assist faculty and staff
with the proper preparation of financial documents
 Review and analyze all new and adjusted budget requests to ensure compliance with State,
Federal and University budgetary directives, policies, regulations and limitations for authorized
spending limitations and for determination of necessary adjustments before submitting to the
Dean/Director and Fiscal Officer for signature
 Audit leave records for CABNR/NAES yearly
Position Description – Assistant Fiscal Officer, CABNR/NAES
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10% - Federal Cash Drawdowns, Annual Federal Financial Report and CRIS Reporting System
 Accumulate the data and prepare the Federal Cash Drawdowns of federal funds to reimburse
the University for expenditures on various funds
 Assist in the preparation of the annual financial reports required by U.S. Department of
Agriculture (USDA) in order to receive federal funding allocated for the NAES
 Maintain project information of the (CRIS) reporting system and monitor all faculty in CABNR
who have Federal funds to assure compliance with reporting requirements
10% - Effort Reporting
 Oversee the entire Effort Reporting process for CABNR and NAES to ensure compliance with
University and Federal requirements
 Reviews all Effort Reporting to assure accuracy
10% - Special Projects
 Complete special projects as requested by the Dean/Director, Associate Dean of Academics,
and the Fiscal Officer
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
Position has a high latitude of independence in carrying out job responsibilities but major decisions
and judgments are generally made after consultation with the Fiscal Officer. The incumbent works
with numerous and complex budgets from state, federal, and other sources and must be able to
ensure compliance with specific rules and regulations and accurate effort reporting for each grant or
contract. Position is responsible for supervision of two classified accounting staff.
Impact:
Decisions and judgments made by the Assistant Fiscal Officer impact how effectively resources are
utilized which directly impacts the effectiveness of teaching, research and outreach and goals and
objects of CABNR/NAES and on the financial condition of CABNR. Inadequate performance may
result in contractual obligation failures and funding source dissatisfaction resulting in loss of future
funding and may negatively affect the University’s research mission and reputation of the NAES and
university.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Accounting and/or budgeting and fiscal development and management to include accounting
and/or finance processes and procedures - financial statements, tracking revenue and
expenditures, relationships between revenues, expenses, cost allocations, and reporting and
evaluation
 Higher education organizational structures, operations, policies, and procedures
 Interpretation of purchasing and grant procedures, laws and regulations
 Payroll processing and reporting
Skills:
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) plus CAIS and
Advantage
Position Description – Assistant Fiscal Officer, CABNR/NAES
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Time management and organizational skills
Excellent verbal and written communication
Analytical skills (critical thinking)
Supervisory and mentoring skills
Ability to:
 Interact effectively with faculty, administrative staff and other employees at all levels of
responsibility
 Understand and interpret formalized policies, guidelines, rules, and regulations
 Work independently and exercise sound judgment, tact, diplomacy, initiative, creativity and
reason
 Manage a budget and prepare reports to state and federal agencies
 Manage, prioritize, and complete multiple projects/tasks in an efficient and timely manner while
maintaining focus on organizational goals
 Manage resources effectively and efficiently
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Department and administrative
staff and field laboratory staff
Various University departments
Office of Sponsored Projects
staff
Reason for Contact
To assist with budget and financial issues
External
Vendors
Reason for Contact
To get information regarding invoices, etc. and to resolve any
billing issues.
To ensure all documents are processed properly
To ensure the effort reporting is completed timely and accurately
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and three years of budget or financial management/supervisory
experience
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
None