Business Manager, Facility Services (New position)

Transcription

1 Edmonton Catholic Schools is now accepting applications for the position of Business Manager, Facility (New position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 41,000 students and 5,000 employees in 90 schools and other sites. Edmonton Catholic Schools requires a Business Manager for the overall management of the department s financial activities in an accurate, efficient, effective and timely manner that is in compliance with Public Sector Accounting Principles (PSAS), district and department requirements. The job develops, implements and maintains an effective system of financial controls to ensure compliance. The job directs the department s financial operations with emphasis on budget and effective workflow, including the safeguarding of information and responding to managers, assistant superintendent and staff needs. The incumbent directly supervises a team of four administrative support jobs. This is a full-time, permanent, Out of Scope, Level 6 position with a salary range of $73, $92, Position to commence as soon as possible. The successful applicant s starting salary will be based on the individual s education, qualifications and directly related experience. For further information on this job opportunity, please contact Duwayne Lang at Duwayne.lang@ecsd.net Please a letter of interest and resume by 9:00 a.m., Friday, October 14, 2016 to: Duwayne Lang, Director, Facility at resumes@ecsd.net Prior to employment, successful candidates will be required to submit Police Information Check and Intervention Record Check documents. We thank all candidates for their interest. Only applicants considered for the position will be contacted. Edmonton Catholic School District offers a comprehensive benefits program as part of its total compensation package. Primary Duties and Responsibilities: Supervise a team of support staff including coaching, training, mentoring delegating and evaluating work; Prepare monthly, periodic and annual financial statements, and associated working papers, as required by the district, Alberta Education and external stakeholders; Analyze and interpret financial statements and compile consolidated reports and working papers. Prepare forecast of operations and periodic reports on variances from budget for review; Ensure that district policies and internal controls are followed so that financial reporting mechanisms result in accurate statements and analysis; Provide advice, consultation, and input relating to financial administration issues to department staff and other stakeholders. Qualifications: Degree or diploma in accounting or business administration, supplemented by advanced accounting courses, plus five years directly related experience; Knowledge of Public Sector Accounting Standards (PSAS), financial policies, procedures, accounting and budgeting procedures, forecasting, reporting and accounting concepts used in the education/greater public sector; Knowledge of Government of Alberta reporting requirements, planning and managing budgets, Alberta Infrastructure policies, procedures and regulations related to facilities financial activities; Knowledge of electronic financial systems, computer systems and software packages; Strong leadership skills and the ability to guide and advise staff; Strong verbal and written communication skills. A complete job description is shown below.

2 , JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: 6 Supervisor s Name: Location: Service Centre Working Title: Business Manager Facility Requested Classification Level: Supervisor s Working Title: Director, Facility Department/Program: Facility /Operations PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job s primary responsibility is the overall management of the department s financial activities in an accurate, efficient, effective and timely manner that is in compliance with Public Sector Accounting Principles (PSAS), district and department requirements. The job develops, implements and maintains an effective system of financial controls to ensure compliance. The job directs the department s financial operations with emphasis on budget and effective workflow, including the safeguarding of information and responding to managers, assistant superintendent and staff needs. The incumbent directly supervises a team of four administrative support jobs. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. 1. Supervise a team of support staff including coaching, training, mentoring delegating and evaluating work 2. Prepare monthly, periodic and annual financial statements, and associated working papers, as required by the district, Alberta Education and external stakeholders. 3. Analyse and interpret financial statements and compile consolidated reports and working papers. Prepare forecast of operations and periodic reports on variances from budget for review 4. Ensure that district policies and internal controls are followed so that financial reporting mechanisms result in accurate statements and analysis. 5. Assess the adequacy and appropriateness of the department s internal controls and provide recommendations to comply with best practices. 6. Perform regular analysis and review of financial data to ensure that it is complete and fairly represents the department s financial position and operating results. 7. Prepare detailed variance analysis, and other information as requested by the assistant superintendent. 8. Ensure that transactions are properly recorded and accurately represented in financial statements. 9. Produce and interpret cost/benefit analyses for various projects and activities to verify the economical use of resources. 10. Participate with other department staff, in changing, developing and implementing policies, procedures, controls, and other initiatives that will address recommendations of the Financial and external auditors. 11. Ensure the revenue is properly recorded and accurately reported on the financial statements. Perform monthly reconciliations of Alberta Education funding reports with the financial records. 12. Ensure accounts payable transactions are properly recorded and accurately reported on the financial statements and that procedures and policies adhere to best practice. 13. Maintain contact with appropriate government and agency officials concerning department financial matters. 14. Provide advice, consultation, and input relating to financial administration issues to department staff and other stakeholders. 15. Provide leadership and expertise to staff on financial requirements, processes, policies, procedures and regulations and a wide-range of financial activities. Revised October

3 JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance. 16. Participate as part of the department s management team and provide input into short- and long-term strategic planning 16. Maintain technical knowledge through a range of professional development activities PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval This position is responsible for working with department staff on budgetary and financial matters. The incumbent takes a comprehensive view of budget, forecast and financial matters in resolving problems and making recommendations to the assistant superintendents and managers to assist in the decision-making process. The incumbent uses initiative, creativity and judgment in developing new processes and methods to maximize the effectiveness and efficiency of services provided to manage a large and complex department and accompanying financial issues. Creativity is required to lead the development of comprehensive schedules and tables to clarify and support financial information presentations and the development of innovative solutions to budget and financial issues. The job exercises judgment in assessing and providing recommendations regarding internal controls and practices within the department. ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff. The primary focus of the work is the management of the financial aspect of the department s programs including: budget preparation and interpretation; verification and reconciliation of expenditures; development, compilation and distribution of financial reports. The job monitors and maintains an efficient and effective system of financial management controls and grant submission processes that follow Alberta Education s regulations and requirements. Through collaboration with Financial staff ensure that the data contained within financial statements prepared for the department is consistent with district financial data. REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities Administrative Support 4 The job provide a range of administrative support activities for Project (4 jobs) Management, Maintenance and Energy and Environmental units. Revised October

4 Organizational Chart Director, Facilities Principal Principal Business Manager Manager, Printing Communications Coordinator OOS 4 Manager, Warehouse Coordinator, Warehouse AS 4 Supervisor, Custodial Senior Custodian ( 56 jobs) Relief Custodian ( 10 jobs) Senior Custodian Light Duty Relief Custodian Head Custodian ( 56 jobs) Custodian ( 92 jobs) ( 10 jobs) ( 54 jobs) Custodian Light Duty Head Custodian ( 34 jobs) Custodian ( 92 jobs) ( 54 jobs) Custodial Custodian ( 34 jobs) Custodial Administrative Administrative Supervisor, Printing Support 4 Financial Support 4 (4 jobs) OOS 4 Lead Docutech Docutech Printing 5 Printing 6 Lead Bindery Bindery Equipment Equipment Printing 4 Printing 5 Lead Digital Colour Press Printing 7 Printing 6 Printing Supervisor, Warehouse OOS 4 Vehicle 1 Vehicle 2 (3 jobs) Labourer/Swamper Storeperson 3 Vacant Warehouse Printing Facilities CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency Assistant superintendent, managers, consultants and staff Financial Suppliers, service providers and contractors Alberta Education and Alberta Infrastructure External auditors Other school jurisdictions Network of professional contacts Network of Business Managers To clarify/advise on financial matters, including timelines and guidelines for submissions To resolve problems and obtain information To provide and obtain information To collaborate on projects, initiatives and audits To receive expertise, guidance and to resolve problems To share best practices To provide and exchange information To resolve problems To provide and obtain information To resolve problems To comply with reporting requirements To provide and obtain information To resolve problems To resolve problems and obtain information To share best practices To resolve problems and obtain information To share best practices To provide and exchange information To resolve problems and share best practices Daily Weekly Weekly Revised October

5 Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Degree or diploma in Accounting, or Business Administration, supplemented by advanced accounting courses, plus five years of directly related experience Knowledge of Public Sector Accounting Standards (PSAS), financial policies, procedures, accounting and budgeting procedures, forecasting, reporting and; accounting concepts used in the education/greater public sector Knowledge of Government of Alberta reporting requirements, planning and managing budgets, Alberta Infrastructure policies, procedures and regulations related to facilities financial activities Knowledge of electronic financial systems, computer systems and software packages Knowledge of project management principles, practices, methods and tools Knowledge of the department s operations, programs, plus general knowledge of those of the district Knowledge of Occupational Health and Safety regulation, legislation and safe workplace practices Understanding of Human Resource policies, procedures and collective agreements Knowledge of Knowledge of electronic records management principles including Freedom of Information and Protection of Privacy (FOIPP) Legislation Signatures Strong leadership skills and the ability to guide and advise staff Advanced analytical skills are required to do detailed financial analysis Advanced research and problem solving skills and the ability to collect, analyze and report on financial data Strong verbal and written communication skills Strong organizational and time management skills and ability to manage multiple tasks and balance priorities Effective presentation skills and the ability to communicate highly complex financial information to varied audiences Strong consultation and needs assessment skills to provide guidance, and advice relating to financial administration and fiscal analysis to clients Strong project management, consultation and negotiation skills and the ability to influence decisionmaking The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Supervisor Manager Name Signature Date Name Signature Date Name Signature Date This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Assistant Superintendent, Human Resource Revised October

6 Revised October