Position Number Community Division/Region

Transcription

1 IDENTIFICATION Department Position Title Infrastructure Comptroller Position Number Community Division/Region Fort Simpson Fuel Services Division / Deh Cho PURPOSE OF THE POSITION The Comptroller is responsible for the accounting and revenue collection activities for petroleum retail operations in communities where no private sector supplier exists and for the accounting for the purchase and sale of power generating fuel to the Northwest Territories Power Corporation. Financial objectives also include managing the financial record keeping of petroleum assets valued at more than $40 million, and the responsive and appropriate pay out of contractor commissions of more than $2.3 million annually. SCOPE The Department of Infrastructure is highly decentralized in the delivery of its programs and services and is responsible for territory-wide government programs such as the operation and maintenance of public buildings and transportation infrastructure and systems, project management, facilities planning, design and technical support services, environmental assessment and remediation, property management, procurement shared services, information technology, information management, disposal of surplus property and goods motor vehicle and mechanical/electrical regulatory services and fleet management. The Department of Infrastructure also carries the responsibility for strategic planning for the GNWT s (Government of the Northwest Territories) long term investment in the development of public transportation and energy production and distribution systems for the Northwest Territories, as well as the continuity of marine transportation services for the provision of fuel and dry goods to northern destinations. The Comptroller position is located in Fort Simpson and reports directly to the Director of FSD, and oversees the activities of five (5) positions also located in Fort Simpson: Assistant Comptroller, Senior Financial Analyst, Senior Revenue and Collections Officer, Revenue and January 4, 2017 GNWT Job Description Page 1 of 7

2 Collections Officer and Data Management Officer. The Comptroller also provides financial advice and administration support services to FSD staff in Yellowknife and lnuvik. The Fuel Services Division (FSD) provides an essential service by facilitating an annual supply and sale of approximately 30 million litres of refined fuel products for 16 NWT communities and 21 Northwest Territories Power Corporation (NTPC) facilities. Managing the process of purchasing, transporting, and storage of bulk petroleum products, FSD establishes commission incentive contracts with local contractors to sell and distribute these petroleum products to residents and businesses. FSD is also contracted to purchase and supply power generating fuel to NTPC and to operate and maintain NTPC fuel storage facilities. FSD operates the $55 million Petroleum Products Revolving Fund (PPRF) in accordance with the Revolving Funds Act which requires that FSD recover full operating costs through sales that may exceed $40 million annually. The Comptroller will use and delegate the use of many systems to achieve the financial objectives of the position through the Division's Fuel Management System, ENERGY, and the GNWT financial information system; SAM (System for Accountability and Management). Of significance to this position are the program s accounts receivable which fluctuates between $3 and $4 million, and to which the Comptroller must ensure that sufficient systems, policies and procedures and human resources are in place to protect these assets. While acutely aware of potential political ramifications, the collection of accounts receivables is of primary concern and the Comptroller must ensure that the policies reflect a degree of flexibility so as to secure cooperation and agreement from customers to repay the outstanding amount. The overall responsibilities and requisite competencies of this position include: Leadership and Staff Management Accounting Process Management Sales and Inventory Systems Management Budget Preparation and Variance Reporting Pricing, Cost Analysis and Forecasting Risk Management Business Financial Advice to Senior Management Providing current, relevant and critical information to the Director and other decision makers regarding market factors, supply sources and industry trends supports the development of financial forecasts and financial plans. Responsibility extends to ensuring the viability of the sales and inventory system which processes information on fuel sales, customer maintenance, accounts receivable, delivery management and inventory that involves over 300 customers, 16 community fuel service contractors, 21 power generating plants and over 25,000 sales transactions per annum. Preparation of year-end working papers and financial statements in accordance with audit requirements rounds out the deliverables. January 4, 2017 GNWT Job Description Page 2 of 7

3 Implementation of the Financial Administration Act (FAA) and the Petroleum Products Tax Act and other pertinent government policies applicable to the financial affairs of FSD falls within the scope of the Comptroller who must also ensure that all practices meet generally accepted accounting principles (GAAP) for the efficient management and accounting reporting of FSD activities. RESPONSIBILITIES 1. Manage financial administration functions in accordance with the Financial Administration Act (FAA) to ensure the integrity of the Petroleum Products Revolving Fund. Develop and maintain a Financial Services Standard for FSD; Provide direction on financial procedures established by FSD and the GNWT; Interpret financial policies, directives and procedures, report problems, and make recommendations for improvement; Monitor expenditures to ensure all transactions are processed in accordance with the FAA and other applicable policies, directives and procedures; Recommend, for Financial Management Board (FMB) approval, the appropriate budget level for the PPRF in relation to established criteria; Perform an operational review of internal control systems to determine reliability and effectiveness of financial systems and controls; Manage ENERGY, FSD's fuel management system and RAVEN - remote access point-ofsale accounting software system; Manage the costing and pricing of all fuel products to ensure expenditures match sales revenue and fulfill PPRF's financial mandate; Administer contracts, requisitions and purchase orders and verify that all purchases are in compliance with procurement policies of the GNWT; Ensure timely and accurate payments to suppliers and contractors; Contact fuel suppliers to verify purchase price and resolve fuel supply and price issues; Develop and maintain positive relationships with customers and contractors and engage in account or contract resolution as needed; Exercise expenditure authority to a maximum of $250,000 in accordance with the Financial Administration Manual (FAM); and Continuously assess and develop internal controls to minimize risks associated with cash and credit transactions by contractors. 2. Provide advice and recommend policy initiatives to Senior Management to support financial, business and operational planning. Perform financial and operational analysis; communicate weaknesses, areas of risk, and recommendations to improve operational efficiency and accountability Prepare and review financial management submissions, decision papers and briefing notes for senior management of FSD; Distribute financial reports, with discussion of variances to Senior Managers for their review within set deadlines; January 4, 2017 GNWT Job Description Page 3 of 7

4 Consult with senior management in FSD, Public Works & Services, Department of Finance, Financial Management Board (FMB) and the Department of Justice during contract agreement negotiations; Direct the completion of various forecasting and budget processes; Review and analyze fund activities to provide advice to management on the financial implications of both proposed projects and other general courses of action; and Contribute to the evaluation of financial implications of capital projects. 3. Prepare annual financial statements and manage the year-end process to fulfill the reporting function employing professional accounting standards. Provide procedures to FSD staff for month-end and year-end preparations; Co-ordinate the preparation of all account reconciliations and detailed working papers with focus on attention to detail and meeting deadlines; Prepare and issue to auditors the terms of reference for year-end audits, and liaise with auditors, as required; prepare financial statements in accordance with GAAP; Work with staff of the Auditors and government accounting when significant financial policy changes are planned, and confirm that the year-end financial statements fairly represent the financial position of the fund; Respond to auditors' observations, and implement procedural changes as required; Ensure that financial procedures manuals are properly maintained and followed. 4. Provide regular reports and financial analysis to senior management to ensure that information is communicated to the appropriate parties on a timely basis. Complete Variance Analysis for the FSD Revolving Fund Account; Finalize and report monthly account reconciliation for FSD Revolving Fund Account; Convey findings on business case analysis of business proposals and activities; Communicate assessment of year-end documentation and audit process; Ensure a periodic and timely reporting of sales and collection activities; Regularly review financial, inventory and invoicing reports for accuracy and completion; Verify that accurate inventory information is received and customer invoicing is timely; Review and report on projected expenditure and budget variance reports; and Periodically review Public Sector Accounting Board (PSAB) requirements for changes to financial reporting. 5. Supervise the responsibilities of direct reporting staff. Provide training and interpretation to staff to ensure consistent and timely application of financial policies and procedures; Provide credit granting advice and liaison between the Department of Finance and FSD to determine the credit worthiness of new applicants; Manage collection activities to minimize overdue accounts receivable and financial risk; Supervise timely and accurate inventory reconciliation; January 4, 2017 GNWT Job Description Page 4 of 7

5 Oversee systems reliability maintenance to minimize system down time, and Manage the correct and complete filing of monthly fuel tax and GST remittance in accordance with various Tax Acts and the GNWT Reciprocal Tax Agreement. 6. Provide personnel management to attract and mobilize energies and talents and to work towards a shared purpose in the best interests of the organization, the people comprising it and the people it serves. Instill and maintain a positive, motivated work culture and team environment, working in the best interests of the Government of the Northwest Territories; Verify that all staff have clearly defined job descriptions, goals, and objectives to ensure that all are aware of their duties and have a basis for evaluation; Take an active role in difficult situations to mitigate stress on team; Ensure structural and definitive goals and action plans are established for direct reports; Conduct a yearly review of each reporting position. WORKING CONDITIONS Physical Demands No unusual demands. Environmental Conditions No unusual demands. Sensory Demands No unusual demands. Mental Demands The incumbent experiences accounting deadlines that must be met, and occasional personal disruption due to work load. KNOWLEDGE, SKILLS AND ABILITIES Technical Knowledge Knowledge of financial administration, financial statements, audit preparation, commissions, collections, variance reports and inventory control systems. Supervisory and management principles. Strong working knowledge of financial software programs, record management programs, Microsoft Office with Excel proficiency. Knowledge of the Fuel Management Industry and requirements of isolated Northern communities. January 4, 2017 GNWT Job Description Page 5 of 7

6 Skills and Abilities Leadership and Staff Management Build collaborative relationships through sensitivity to cultural diversity. Support internal communication, accountability and feedback within the team. Initiate and provide regular feedback to staff. Employ a systematic approach to problem solving, from identifying the problem to developing and reporting recommendations. Evaluate and manage employee efficiency and productivity. Provide human resources support including employee coaching and mentoring. Distribute team members' workload to balance efficiency with learning opportunities and challenges. Encourage staff contribution of ideas to improve systems and work environments. General Management Recognize market factors and adapt business decisions to the context of the industry as well as local, national and global economic conditions. Coordinate the implementation of performance measures and standards. Assess the integrity of reporting systems. Conduct business process reviews of existing systems, processes, and controls within the organization to effect significant cost containment or savings. Communicate effectively through correspondence, memos, briefing notes, procedural manuals, and client presentations. Listen, encourage feedback, and follow up to ensure that communications are understood. Negotiate win-win agreements through information gathering, listening, influencing, stakeholder involvement, consensus and dialogue. Facilitate resolution between differing viewpoints. Financial Administration Identify financial implications of operational strategies. Prepare budget, financial documents and related reports with focus on attention to detail and meeting deadlines. Administer contracts, requisitions and purchase orders. Review data collection, variance reporting, measurement and analysis tools and techniques. Apply auditing skills to identify financial control problems. Compose audit and financial reports, management letters and contractor correspondence using up-to-date and factual data in clear, accessible and professional language. Evaluate and advise on the implications of supply sources, past and present consumption, industry trends; develop financial forecasts and financial plans. Professionalism Exercise consistently high level of professional judgment. January 4, 2017 GNWT Job Description Page 6 of 7

7 Understand what information is sensitive and promote its adequate safeguarding. Proactively maintain and raise the visibility of the ethical nature of the profession and professional accounting standards. Obtain multiple opinions when evaluating contentious issues and reconcile these various opinions. Consider potential impact of decisions on other systems, departments, or functional areas. Apply cross-functional technical knowledge to create integrative solutions. Define and formulate problems with a clear purpose, frame of reference, and scope Typically, the above qualifications would be attained by: Professional accounting designation, e.g. CPA, CA, CGA, CMA, combined with a minimum of five years of progressively responsible related experience, OR University Degree with an accounting concentration and not less than five (5) years of senior level experience in the financial administration of a business operation, AND Five years of supervisory experience. Other relevant combinations of experience and education may be considered. ADDITIONAL REQUIREMENTS Position Security No criminal records check required Position of Trust criminal records check required Highly sensitive position requires verification of identity and a criminal records check French language (check one if applicable) French required (must identify required level below) Level required for this Designated Position is: ORAL EXPRESSION AND COMPREHENSION Basic (B) Intermediate (I) Advanced (A) READING COMPREHENSION: Basic (B) Intermediate (I) Advanced (A) WRITING SKILLS: Basic (B) Intermediate (I) Advanced (A) French preferred Aboriginal language: To choose a language, click here. Required Preferred January 4, 2017 GNWT Job Description Page 7 of 7