Position Description Questionnaire
Agency Number: 13700Agency Name: JUSTICE, DEPARTMENT OF Position Number #0105001
Name of Employee: Last Name, First Name Employee Number: OR0000000
Class: X7002
Class Description: PRINCIPAL EXECUTIVE/MANAGER B Representation Code: MMS
Salary Range: 26X RDC: 130
PR-DIST-CODE: 03FS Position Class: X7002
Position Description: PRINCIPAL EXECUTIVE/MANAGER B Position Representation Code: MMS
Position Salary Range: 26X
Working Title: Billing Services Manager Division Name: DOJ Administrative Services Section Name: Financial Services
Immediate Manager's Name: Jane Doe Length of time in current position (Years) 15
Purpose of Position
Why does this position exist?
The purpose of this position is to manage DOJ's legal billing and collections process. This includes management of the Elite Legal billing system, the legal billing accounts receivable system, and supervision of the billing unit staff. Revenue from the legal billings supports the six DOJ legal divisions. The billing system and billng process managed by this position are integral to maintaining the agencys cash flow and working cash balance, in addition to
providing needed management information for policy makers, attorney evaluations, and case management decisions. This position also manages staff responsible for timely payments to crime victims and data entry into the state accounting system.
Principle Accountabilities
Accountability 1
Provide leadership for a diverse staff in the Billing Services Unit. Develop, coach, discipline and provide direction to employees. Mentor staff, conduct regular staff meetings, provide help and direction for assignments and develop training opportunities. Model professional and ethical behavior at all times and hold staff to the same standard.
Expected outcomes
A positive and collaborative work environment with highly functioning employees. A work environment that appreciates diversity and respects the individual uniqueness that everyone brings to the workplace.
% of time
25%Accountability 2
Develop and implement long and short range goals and plans for the Billing Serivces Unit in conformance with the Agency mission and Division direction. Develop and implement a plan to ensure that all critical functions of the unit have back up coverage.
Expected outcomes
Timely and efficient processing of the monthly legal services invoices. Increased efficiencies and effectiveness for processes and staff.
% of time
5%Accountability 3
Assess work load and resources. Evaluate and consider the level of difficulty of work assignments and distribute them in a manor consistent with staff skills, strengths and development.
Expected outcomes
Work is assigned in a manner that provides developmental opportunities for staff while maintaining the quality of services needed by our Division staff and client agencies.
% of time
5%Accountability 4
Develop, update and revise legal services billing policies and procedures. Recommend revisions to agency billing policy and procedures by evaluating proposed changes and their impact on agency billing personnel, client agencies (customers), the legal billing system and other systems that work in conjunction with the billing system.
Expected outcomes
Continuous compliance with billing policies and a highly efficient and effective billing system.
% of time
5%Accountability 5
Develop and maintain productive and effective relationships with client agencies. Manage customer legal billing inquiries from both internal and external customers. Monitor the accounts receivable balances, resolve billing issues and provide liason between the DOJ legal divisions and client agencies for legal services billings. Resolve billing issues and disputes. Expedite client payments to meet the agency goal for timely collection of client agency receivables.
Expected outcomes
Client agencies are comfortable with the integrity of the legal billings and confident that the data provided is accurate.
% of time
20%Accountability 6
Communicate effectively orally and in writing. Establish reporting relationships and sucessfully coordinate activities with other units, sections, and divisions consistent with established policy.
Expected outcomes
A collaborative, productive and professional working relationship with all necessary
personnel within the Department including the Divison Administrators and other managers.
% of time
10%Accountability 7
Establishes process for handling conflicts and communicates the process to staff. Deals effectively and respectfully with others in difficult situations, consistent with established policies. Assesses early signs of conflict, transforms conflict into problem solving
opportunities and collaborates to develop solutions.
Expected outcomes
A productive work environment where conflicts are handled professionally and consistent with policy.
% of time
5%Accountability 8
Implement and supervise billing system updates and work flow process changes in
conjunction with Information Systems staff, Elite (billing system) contract programmers and systems analysts, billing system users throughout DOJ, and the Accounting Services Unit. Monitor system interfaces between matter management, Elite, SFMA and Carpe Diem (biller's time capture system) to maintain data integrity within the various billing systems. Provide technical support in daily operation of billing systems. Coordinate with DOJ Information Systems staff and Elite information systems staff as needed.
Expected outcomes
Integration of new programs or changes to existing programs into the billing system or accounts receivable process to ensure that client billings and billed hours reporting are accurate and timely.
% of time
10%Accountability 9
Provide statistical information to Division managers and attorneys related to attorney evaluations and billed hours expectations. Revise billed hours expectations to include changes implemented in the OAJA (attorney union) contract.
Expected outcomes
Billed hours expectation computation is accurate and considers all allowable reductions or increases. Reports provided to attorneys and their managers are accurate and easily interpreted.
% of time
15%Accountability 10
Expected outcomes
% of time
Span of Control
How many employees are directly managed by this position? 6 List the positions
2 Accounting technician 3 3 Accounting technician 2
How many employees are managed through a subordinate position? 0
Budget Authority
Operational: 1090932 Non-Operational:
Total Biennial: 1090932
Other indicators of scope - list below measures other than budget which indicate the scope of this position:
Authorized to approve payment of invoices up to $5,000.00. Responsible for monthly revenue for legal services valued at $5.8 million each month or about $139 million for the current
biennium. This position also is responsible to manage the legal billing system, billing staff, timely processing of crime victim compensation payments, and all accounting system data entry.
Position is a non-revenue generating. Position manages approximately $42k of physical inventory.
Decision Making Authority
Describe the typical decisions made by this position without prior approval.
This position makes decisions affecting the DOJ legal billing system, which produces the
department’s legal invoices and management reports. Decisions include workflow, production, system modifications, invoice amount changes, and assessment of the need for overtime work or temporary services. Hiring, firing and disciplinary actions that can affect employee morale and workflow in the Billing Services Unit. This position makes daily decisions relating to staff assignments; solving problems; interpreting rules, policies, and procedures; and meeting deadlines.
Decisions to write-down billings for legal services are referred to attorney managers or legal Division Administrators. Decisions related to attorney evaluations or billed hours expectations that are out of the norm are referred to the Deputy Attorney General. Purchase decisions are discussed with Chief Financial Officer or Division Administrator.
Describe the way in which the work of this position is assigned and reviewed. Identify the type (general, direct, indirect) and frequency of guidance provided by this position's manager.
Describe the typical decisions referred to others and/or controlled by policy and other controlling regulations.
The Chief Financial Officer provides general supervision and reviews the work of this position periodically, as appropriate, to ensure effectiveness and compliance with laws, rules,
regulations, and policy. Reviews are made through informal conversation, project/team meetings, electronic communications and reports, and the annual performance evaluation process. This position operates with a high degree of independence.
Knowledge and Experience
Education: List any academic or technical knowledge required for the position.
This position requires an extensive knowledge of management principles and practices, experience in supervision, extensive knowledge of accounting systems, and a high level of technical experience with data processing. Technical knowledge with time capture systems, automated billing systems, or cost accounting systems is preferred. An expert accounting technician and practitioner, and a management advisor. Technical knowledge of accounting standards, familiarity with technology tools, and knowledge of certain state and federal laws and regulations.
Experience: Describe how much and what type of relevant position-related experience is require for this position.
This position needs a blend of accounting, leadership, and information systems skills and knowledge, to include a good working knowledge of Excel, Infomaker, Elite, and Carpe Diem systems and be capable of transferring files from one software to another. This position must have skills in resolving legal services clients’ billing issues. The incumbent must understand, converse and engage in problem resolution with vendor system analysts and DOJ information systems staff on system related issues and problems.
Other (e.g. licenses, registrations, or certifications required for this position).
Other Relevant Information
Provide any additional information on the nature and scope of this position.
This position assists agency managers in the proper interpretation and compliance with the agency billing policies and their relation to the attorney bargaining unit contract. Failure to provide proper advice and guidance could result in bargaining issues and employee grievances.
