Manager, Financial and Administrative Operations (New position)

Transcription

1 Edmonton Catholic Schools is now accepting applications for the position of Manager, Financial and Administrative Operations (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 42,000 students and 5,000 employees in 96 schools and other sites. Edmonton Catholic Schools requires a Manager, Financial and Administrative Operations for the overall management of the department s financial activities in an accurate, efficient, effective and timely manner, in compliance with Public Sector Accounting Standards (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 management team and staff needs. The job is responsible for overseeing the department s administrative operations and the financial aspects of capital projects including coordinating, tracking, monitoring and reporting of funds allocated to each specific project. The incumbent is the Liaison to Financial Services to ensure procurement and purchasing activities follow proper procedures and align with the district s requirements. The job supports the Director, Facility Services in the role as the Liaison to Human Resources, participates on the department s management team and has full supervisory responsibilities for seven professional and support staff. For additional information on this job opportunity please contact Duwayne Lange at Duwayne.lang@ecsd.net. Please a letter of interest and resume by 4:00 p.m., Wednesday, March 14, 2018 to: resumes@ecsd.net Prior to employment, successful candidates will be required to submit clear Vulnerable Sector Police Information Check and Intervention Record Check documents. We thank all candidates for their interest. Only applicants considered for the position will be contacted. This is a permanent, full time, Out of Scope position commencing as soon as possible. Compensation to be discussed during the selection process. The successful applicant s starting salary will be based on the individual s education, qualifications and directly related experience. Edmonton Catholic School District offers a comprehensive benefits program as part of its total compensation package. Qualifications: Degree in Commerce, Business Administration or related, plus extensive directly related experience; Professional accounting designation (Chartered Professional Accountant or equivalent) is required; Knowledge of Public Sector Accounting Standards (PSAS) and accounting principles; Advanced knowledge of: budgeting, financial administration, forecasting and costing theories, techniques and processes; complex financial statements; Strong leadership and supervisory skills and the ability to coach, mentor and train staff Strong conflict management and interpersonal communication skills; Must be a Canadian citizen or Permanent Resident. A complete job description is shown below.

2 , JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: Supervisor s Name: Location: Service Centre Working Title: Manager, Financial and Administrative Operations Requested Classification Level: Supervisor s Working Title: Director, Facility Services Department/Program: Facility Services 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, in compliance with Public Sector Accounting Standards (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 management team and staff needs. The job is responsible for overseeing the department s administrative operations and the financial aspects of capital projects including coordinating, tracking, monitoring and reporting of funds allocated to each specific project. The incumbent is the Liaison to Financial Services to ensure procurement and purchasing activities follow proper procedures and align with the district s requirements. The job supports the Director, Facility Services in the role as the Liaison to Human Resources, participates on the department s management team and has full supervisory responsibilities for seven professional and support staff. 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. Manage a team of seven staff in the delivery of financial and administrative services 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 4. Prepare the annual budget, forecast of operations and periodic reports on variances from budget to help managers better manage their units and make more informed decisions 5. Ensure that district policies and internal controls are followed so that financial reporting mechanisms result in accurate statements and analysis. 6. Assess the adequacy and appropriateness of the department s internal controls and provide recommendations to comply with best practices 7. 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 8. Prepare detailed variance analysis, and other information as requested by the Assistant Superintendent and Director, for presentation to the Core Budget Committee 9. Ensure financial transactions are properly recorded and accurately represented in financial statements 10. Plan and coordinate processes and initiatives to ensure the department staff are provided with instructions, guidance, and support required for short- and long- term budgeting, and current year revenue/expenditure forecasting 11. Participate in changing, developing and implementing policies, procedures, controls, and other initiatives that will address recommendations of Financial Services and external auditors February

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. 12. Ensure accounts payable and accounts receivable transactions are properly recorded, 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 financial matters 14. Provide leadership, advice, consultation and expertise to staff on financial requirements, processes, policies, procedures, regulations and a wide-range of financial activities 15. Provide advice, consultation and input to stakeholders on financial administration issues 16. Support the director s role as Liaison to Financial Services; Human Resources; and facilitate district record keeping and reporting 17. Assist principals by providing cost reporting and resolving issues for jobs performed by Facility Services 18. Provide guidance and training for Work Request Self Service (WRSS) and other tools available to communicate between the departments 19. Train staff in the use of mobile work orders and electronic tools to communicate between schools and the department 20. Participate as part of the department s management team and provide input into short- and long-term strategic planning 21. 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 The job 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. Working within district policies and guidelines, the incumbent requires an understanding of good management and communication practices complemented by a consultative approach in dealing with staff at various levels. The job exercises judgment in assessing and providing recommendations regarding internal controls and administrative 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 job has district-wide impact and impacts external stakeholders. The job supervises seven professional and support staff and ensures administration of the department is well managed, coordinating activities, functions and other activities related to operations of department programs. 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 incumbent provides expert, professional advice on a variety of financial and administration issues, February

4 including an understanding of the programs, expectations and concerns of the broader district, Alberta Infrastructure and Alberta Education. Capital projects include Infrastructure Maintenance Renewal (IMR) and new builds. Through collaboration with Financial Services staff ensure that the data contained within financial statements prepared for the department is consistent with district financial data. The job is responsible for leading software upgrades regarding work management and WRSS. Organizational Chart Assistant Superintendent Director, Facility Services OOS 10 Manager, Financial and AdminIstrative Operations OOS Business Manager, Capital Projects OOS 6 Financial and Operations Assistant Administrative Support 4 (6 jobs) Coordinator, Inventory AS 6 Centre Receptionist (AS 3) Financial and Administrative Operations 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 Business Manager, Capital Projects The job assists with the capital projects financial operations. The job is accountable for supporting the department s day-to-day financial operations. Inventory Coordinator The job also handles inventory control activities including stock keeping, Administrative Support 6 distributing and packaging of materials ordered. The job is responsible for ensuring items are placed into inventory or staged a designated area. Program Assistant Finance and Operations Administrative Support 4 (5 jobs) Administrative Support 3 The job provides a range of administrative and financial support activities for the Capital Projects; Maintenance; Electronics; and Energy and Environmental Management units. The job is the first point of contact for the centre and provides a range of administrative support to the department activities. February

5 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 Director, managers, and consultants Principals and administrators Financial Services Suppliers, service providers and contractors Information and Infrastructure Technology Services Alberta Education and Alberta Infrastructure External auditors Other school jurisdictions Human Resources Network of professional contacts To clarify/advise on financial and administrative matters To clarify/advise on financial matters To collaborate on major projects and service delivery To provide expertise and guidance To collaborate on provision of services To collaborate on projects, initiatives and audits To receive expertise, guidance and to resolve problems To share best practices and participate on initiatives and systems upgrades To provide and exchange information To receive guidance and expertise To comply with reporting requirements and share best practices To obtain guidance and expertise To collaborate on problem resolution and share best practices On-going Daily On-going Weekly Daily 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 in Commerce, Business Administration or related, plus extensive directly related experience Professional accounting designation (Chartered Professional Accountant or equivalent) is required Knowledge of Public Sector Accounting Standards (PSAS) and accounting principles Advanced knowledge of: budgeting, financial administration, forecasting and costing theories, techniques and processes; complex financial statements Strong leadership and supervisory skills and the ability to coach, mentor and train staff Strong conflict management and interpersonal communication skills 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 February

6 and notes, including working papers preparation; reporting and integrated financial information systems Working knowledge of accounting systems and internal controls Knowledge of: human resource policies and procedures, collective agreements and terms and conditions; supervisory principles; performance management practices Knowledge of electronic financial reporting systems and project management principles and practices Knowledge of Alberta Education and Alberta Infrastructure policies, procedures and regulations related to capital projects Knowledge of records management principles, Freedom of Information and Protection of Privacy (FOIPP) Legislation Knowledge of workplace safety and awareness of Occupational Health and Safety regulations General knowledge of the department and district s programs, operations and business 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 Advanced project management, consultation and negotiation skills and the ability to influence decisionmaking Signatures 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 Services February