Position No. Job Title Supervisor s Position Manager, Finance and Administration Bursar/CFO

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Manager, Finance and Administration Bursar/CFO Department Division/Region Community Location NAC Bursar/CFO / Baffin Iqaluit 235 Freebalance Coding: PURPOSE Main reason why the position exists, within what context and what the overall end result is. The Manager, Finance and Administration is fiscally responsible and accountable for the effective and efficient delivery of education and training programs at the Nunavut Arctic College -Nunatta Campus (including the 13 Community Learning Centres) and the Nunavut Research Institute and Piqqusilirivvik by managing, directing and providing supervision of the College s financial and support services. The incumbent also provides support, liaison, reporting and advisory functions to the Nunavut Arctic College Head Office, Nunatta Campus Administration, Program Departments, GN Service Departments, the Office of the Auditor General of Canada, and all sponsoring agencies, organizations and departments for which third-party programming initiatives are contracted through Nunatta Campus. Under the Public Colleges Act, the College is designated a Corporation. As a result, the College may retain year-end financial surpluses, and is responsible for internal deficits. S.N.W.T.1994, c28, s4, 5. Due to this designation as a Corporation, the incumbent must have the ability to independently deal with outstanding receivables, liabilities and the investment and carry-over of financial assets. The arms-length designation as a Corporation also requires the incumbent to have far more independent responsibility than a comparable position in the Government of Nunavut, as the College does not receive direct support and assistance from the Nunavut Department of Finance. The incumbent is accountable for expenditures of Crown Funds and Public Accounts in excess of $20M annually, which must be appropriately documented and accounted for during the College s year-end audit. The incumbent is responsible and accountable for ensuring that effective financial controls are in place and that all financial transactions are processed on a timely and accurate basis, and in accordance with the GN Financial Administration Act, Regulations, Public Colleges Act, and College Policies and Procedures 1

2 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? Describe in what way the position contributes to and impacts on the organization. The Manager, Finance and Administration has important financial and administrative responsibilities at Nunatta Campus and is responsible and accountable to the College CFO/Bursar for administering a total budget in excess of $20 M which is allotted for the effective and efficient delivery of educational training programs. The incumbent must work closely with the campus senior management and campus program managers. In order to maintain effectiveness and efficiency, the incumbent must manage the work of the Accounting and Purchasing Officer. The incumbent is also administratively responsible for the operation (finance function) of the Office of the Registrar. The incumbent must provide direction and guidance to program directors, coordinators and managers in the development of a realistic budget costing for a wide variety of funded and proposed training initiatives in preparation for negotiations with funding agencies and sponsors. The incumbent also provides assurance to Campus Management Team, Program Managers, NAC Head Office, Third Party Funding Agencies and the External Auditors with respect to the accuracy, reliability and integrity of the financial information, and statistics reports of the college. Failure of the incumbent to provide accurate and effective financial management may result in over-expenditure of budgets and to some extent may lead to illegal and/or fraudulent activities and will further result in dissatisfaction of service customers. The incumbent is also responsible and accountable for the following: Facility Management. Providing effective and efficient facility management to ensure a good working environment and good living conditions for students staying at the college s single and married residence (Nunatta Single Residence 120 bedrooms and 85 housing units). Failure to provide effective and efficient facility management may result to unsafe working and living environment, safety hazards to students, staff and the public. As well, may be very costly to the College. Purchasing Services. The incumbent provides assurance to college management and the government with respect to the full compliance of the GN Purchasing Regulation and to Article 24 of the Nunavut Land Claims Agreement. The position is responsible and accountable for directly assigning (both written and verbal) work to all positions reporting to the incumbent as reflected in the approved organizational chart. The incumbent is also responsible for assessing and performing employee performance appraisals and imposing discipline on subordinates. With the college taking over of the Piqqusilirivvik Cultural School, the position is responsible for processing Piqqusilirivvik centre s student allowances and reporting the appropriate tax reports to Canada Custom and Revenue Agency on a timely and accurate basis. 2

3 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. Performs Financial Management Functions for Nunatta Campus to ensure effective and efficient operation of all financial services by: Maintaining records of program budgets, expenditures and monitoring management reports with a working budget in excess of $20M annually. Exercising $75K payment authority and commitment authority. Ensure that the purchasing functions are in compliance with GN Contract Regulations and the NNI Policy. Preparing internal financial position reports as well as co-ordinating the preparation, distribution and analysis of monthly variance reports. Assist the Bursar/CFO in preparing audit-working papers for the college year-end audit by the Office of Auditor General of Canada. Reviewing audit observation and recommendations by the Office of the Auditor General of Canada as it relates to the financial operation of the College. Assisting program managers with financial implications relating to third party contract proposals. Ensuring that the College Financial Policies and Procedures as well as the GN Financial Administration Act are distributed, understood and followed by the campus management team and program managers. Directing the processing of financial documents in a timely and accurate manner. Implementing, administering and monitoring an effective system of internal control over expenditures of college funds, receipt of college revenue and the maintenance of the college Multiview Accounting System. Co-ordinating the development of the Main Estimates submission and Business Plan for both operating and capital budgets for Nunatta Campus Preparing Requests for Proposals and Invitations for Tenders for contracted services. Assist in the selection of contractors. Administering service contracts and reviewing other purchasing documents for financial implication. Obtaining legal opinions where necessary. Providing advice to campus senior managers with respect to the best practise to ensure effective financial controls. Participating in all Nunatta Campus management meetings. Oversees the production and distribution of T4A s for all contractors. Providing risk and insurance liability assessments for Nunatta Campus. Ensures that there are proper accounting procedures in place within the Nunatta Campus with regard to salary administration and related payroll matters. Recommends the write-off of doubtful accounts. Administers the timely collection of all Nunavut Arctic College revenues. Act as the Bursar/CFO as required. 3

4 The incumbent is also responsible for providing internal audit to NAC financial operation including the review of NAC s Purchasing activities and the Staffing function delegated to NAC by the then GN Dept of Human Resources. To ensure the integrity of the existing three (3) NAC operating system, the incumbent will also be responsible for conducting system audit on the following: Multiview Accounting System, Student Records System and the new Curriculum Management System. Provide administrative direction to the Office of the Registrar to ensure that the Student Records System is maintained and updated on a timely and accurate basis and that all program / course offered by the college are approved as per the established college policy and procedures. Ensure integrity of the Student Record System. The following position is supervised by and report directly to the incumbent: Accounting and Purchasing Officer: Responsible for the day-to-day financial and purchasing activities of the campus. 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Sound working knowledge and proven ability in the application of the Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS). Working knowledge and proven ability in interpreting tax rules and regulation as it relates to the operation of the college. Working knowledge of departmental/gn legislation, policies and procedures including ATIPP. Exceptional problem-solving skills and analytical skills. Excellent verbal and written communication skills. Proven ability in working with computers and related software (i.e. Word, Excel, Lotus and Multiview Accounting System.) Excellent organizational and interpersonal skills. Supervisory and management skills, Ability to design operating procedures providing strong internal control and efficient operation in accordance with the established financial policies and procedures. Ability to speak Inuktut and/or French is an asset; and Knowledge of Inuit language, communities, culture, land and Inuit Qaujimajatuqangit. The ideal candidate will have: The completion of recognized professional accounting designation (CA, CMA, CGA/CPA preferred) or a University Degree - Major in Finance or Accounting. Minimum of five (5) successful years related accounting and finance experience (management or senior level). Experience supervising staff and/or leading a team. Internal and external audit experience along with risk management experience. 4

5 Experience working in education or a post-secondary setting is considered an asset. Equivalencies consisting of a combination of related education and work experience may be considered. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Daily use of office computers and other office equipment to create detailed reports, data analysis and other operations any cause eyestrain, lead to repetitive and associated strain injuries and/or intensify any existing physical problems. Travel to the communities and to meetings with stakeholders across Nunavut and occasionally in southern Canada. Travel is almost entirely by air and sometimes on small aircraft in difficult flying conditions and for extended periods of time. There is a possibility of long periods away from home due to weather, lengthy meeting sessions or flight availabilities; Visitors to communities may lack privacy, since they may be required to share accommodations Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. Wide climate variations may require considerations when visiting communities and other jurisdictions (storm related considerations). Occasionally, work and travel may be disrupted by storm or other weather conditions. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgements to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. The incumbent is required to exercise high-level communication skills to achieve cooperation with others to adjust plan/actions to meet the needs of all parties. The incumbent spends considerable time analyzing, preparing, assessing and reviewing various documents. Reading comprehension and attention to detail are required to assess standards, policy, program and planning documents, and read and summarize reports. The incumbent spends considerable time on the telephone and in face-to-face meetings dealing with complex issues. This requires use of effective listening ability to understand and communication skills to convey complex issues. 5

6 Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. There is considerable mental stress associated with meeting difficult schedules, shortages of support staff, extreme weather conditions, remoteness of project sites, meeting different planning deadlines, and changes of political direction on projects; Multi-projects/tasks, tight deadlines and project scheduling changes, and demands to be current on issues/changes create mental and emotional demands; Works daily within a politically sensitive environment where priorities may shift quickly. 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. President Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. 6