Position No. Job Title Supervisor s Position Financial Code: Corporate Comptroller ( ) Department Division/Region Location Community

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Financial Code: Manager, Financial Services Corporate Comptroller ( ) ???? Department Division/Region Location Community Nunavut Housing Corporation Iqaluit Iqaluit 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. Reporting to the Corporate Comptroller, this position manages, monitors and coordinates the Corporate accounting and financial functions of the Nunavut Housing Corporation (NHC) in accordance with the Financial Administration Act, the Nunavut Housing Corporation Act, Generally Accepted Accounting Principles, the NEU Collective Agreement, Human Resource Manual and other applicable legislation and related policies, procedures, directives and regulations, in order to safeguard and control the assets of the Corporation. The position assists in the development and implementation of financial policies and procedures and ensures the ongoing smooth operation of the financial functions of the NHC to provide timely and accurate consolidated financial reports to Senior Management, the Government of Nunavut (GN), the Federal Government departments, other jurisdictions, banks and other users. This position assists in the development, and is responsible for monitoring and controlling the Corporation s financial software. 3. SCOPE Describe in what way the position contributes to and impacts on the organization. The Manager, Financial Services is accountable for managing all financial and computerized data processing functions and cash management through the Senior Finance positions, which includes data entry, accounts payable and receivable, bank and GL reconciliations, cheque runs, GST reporting, payroll reconciliations and various government reports. Part of the cash management function of this position is the monitoring, processing and updating of the investment portfolio of the NHC. Through coordination with the Manager, Mortgages and Collections, the position is also responsible for the accounting related to the mortgage portfolio. This position works with the Corporate Comptroller and the three District Comptrollers on a regular and ongoing basis and has an impact on the three Districts and the twenty-five Local Housing Organizations (LHOs). Four (4) Finance positions report directly to the Manager, Financial Services. Page 1

2 The Manager, Financial Services also oversees that all processed documents are correct and properly allocated in accordance with Revenue & Capital budgets, O&M budgets, LHOs budgets, HQ s and Districts budgets. This includes ensuring that balance sheet accounts are reviewed on a regular basis, and any unusual items are investigated, analyzed, and addressed as appropriate. The total O&M budget impacted is $195 million and Capital budget is $26 million. The NHC total NBV of the assets that must be accounted for is over $600 million. This position has an initiation budget of $30,000 and a contract performance of $100,000 and full payment authority for expenditures. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. For a management position, indicate the subordinate position(s) through which objectives are accomplished. The Manager, Financial Services provides timely and accurate consolidated financial reports to Senior Management, the GN, the Federal Government and other end-users by effectively managing and coordinating the accounting and financial functions and services including management of the Freebalance financial information system. Organization Planning by: Establishing the duties and responsibilities of four (4) Finance staff and keeping them fully informed of the Corporation and the GN policies affecting their responsibilities; Supervising, leading, and developing the skills of support staff including performance appraisals, training, career feedback and planning; Initiating changes when necessary due to new Corporate or GN objectives or agreements; and Coordinating with the Corporate Controller to provide training to districts, both the trainers and designated staff to ensure corporate standards and goals are being met. Preparation and Evaluation of Financial Results and Management Reports by: Monitoring all accounting and financial activities and consulting with the Corporate Comptroller in preparing the required reports on the financial affairs of the Corporation for Senior Management reporting, as well as various reports for Districts; Interpreting and analysing accounting and financial results and reporting on problems with recommendations for changes to maximize the financial efficiency of operations; Overseeing the preparation of balance sheet working papers, and coordinating the investigation, analysis, and proposed resolutions/adjustments; Interpreting financial regulations, policies and procedures in relation to criteria established by the GN and Corporate Executive Committee and how these apply to the Corporation s accounting and financial transactions; Providing input in regards to the development of the FreeBalance financial system s structure to enhance and facilitate the reporting capabilities and services to ensure Senior Management, Program managers and other users have accurate, up-to-date and complete financial information to use in decision-making; Coordinating with the Manager, Information Technology to ensure that software updates and revisions to the FreeBalance financial system are implemented correctly through the co-ordination of testing with the GN IT personnel through to final update of data files; Following appropriate review and approval processes, maintaining and updating the chart of accounts on the Freebalance system when necessary; Overseeing the tracking of utility costs in ECAP and coordinating follow investigation and resolution related to any anomalies or overcharges; and Ensuring the on-going integrity of the accounts payable and accounts receivable accounts, and ensuring all financial transactions are in compliance with the FAA, FAM and related policies, procedures, directives, regulations and signing authority. Page 2

3 Coordination, Administration and Control by: Prioritizing the workflow and delegates responsibilities and commensurate authority to the finance support staff; Monitoring and verifying the timeliness, completeness and accuracy of all documents including payroll, to be within approved signing authorities and limits; Developing and maintaining internal processes and systems for the day-to-day management of the NHC s payables and revenues, which include such things as processing of documents, reconciliations, commitment management, and signing authority management; Directing and applying established financial policies and procedures and ensuring all financial transactions comply with FAA, FAM, NHC Act and other GN directives, policies and regulations; Providing analysis as required and reviewing expenditures and revenues on a timely basis throughout the year; Ensuring the Corporation s purchasing, tendering and contracting procedures are correctly followed and in accordance with the NNI guidelines; Monitoring internal financial controls to ensure assets are safeguarded and disbursements are meeting policies and procedures; Monitoring, updating and maintaining on-going investments, liaising with investment advisor and ensuring the NHC policies and procedures and guidelines are followed; Reviewing and monitoring cash flow with the Senior Finance Officers for cash requirements on weekly cheque runs; Performing regular review of computer financial audit trails to ensure operational compliance with established spending and payment policies and generally accepted accounting principles; Providing guidance, advice and training to Program managers and Districts staff in the structure and operating capabilities of the FreeBalance financial system and other accounting and financial functions; Managing the production of monthly financial statistics and management reports to assist Senior Management and Program managers in meeting their objectives and plans; Providing on-going and/or requested financial analyses and reports to assist Senior management in meeting the Corporation s strategic business plans and objectives; Continually reviewing existing systems and procedures and identifying inadequacies for future improvements and/or modifications; and Occasionally traveling to District and LHO offices to review and assist in the financial function. Assists in the preparation of the Corporation s year-end working papers and financial statements in order to meet the requirements under the Nunavut Housing Corporation Act, the FAA and the Auditor General of Canada by: Supervising and lending support on yearend tasks of the Senior Finance Officers; Preparing and issuing directives to all Corporation staff regarding year-end cut-off instructions; Assisting with the development of the audit Terms of Reference for year-end audits of 25 Local Housing Organizations to external auditors; and Co-ordinating the preparation of all account reconciliation, including short-term investments; investment in housing capital leases, mortgages, lands and buildings; long-term debt; operating leases; allowance for doubtful accounts; commitments and contingencies; capital recoveries and expenditures including works-in-progress; revenue; GST; property and equipment; due to/from GN; consolidation information for the GN s year-end requirements and other detailed working papers, to comply with the OAG audit standards and requests. Perform other duties as assigned, such as: Acting for Corporate Comptroller as and when required; Completing or assisting with special projects as required; and Providing financial training to finance staff in District or Directorate offices. Page 3

4 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge of FAA, FAM and all related legislations, policies and procedures, and GST; Good knowledge of Generally Accepted Accounting/Auditing Principles and practices and technical abilities to apply these principles and theories; Working knowledge of computer software applications specifically Microsoft Excel, Microsoft Word, Access, Microsoft Outlook; Knowledge and experience in a networked accounting system (e.g., ACCPAC, Freebalance, FIS); Strong analytical, accuracy, interpretive and problem solving skills; Proven leadership, management and supervisory skills; Excellent communication skills, both orally and in writing, in order to communicate effectively with support staff, management, clients and outside contacts such as other governments, banks, other financial institutions and auditors; Ability to work within deadlines, conflicting priorities and demands; Ability to train others; and Sensitivity, tact and diplomacy. These skills are normally acquired through: Completion of a Professional Accounting Designation, i.e.: CPA, CGA, CMA, CA. Five (5) years of progressive work experience in corporate accounting or similar financial accounting area. Plus a minimum of two (2) years supervisory or management experience. This is considered a Position of Trust. 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 occurrence of physical demands, environmental conditions, and demands on one s senses and mental demands. Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue. Most of the incumbent s time is spent in a sitting position with frequent opportunity to move about. Daily use of computers and other office equipment may cause eye strain and other physical discomforts. Review of various documents with a fair amount of attention to detail is required. Travel is almost entirely by air and sometimes on small aircrafts in adverse flying conditions and for extended periods of time. There is the possibility of periods away from home due to weather and flight availability. Page 4

5 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 disrupt regular work schedules and travel requirements. The incumbent will work in generally comfortable work environment with little to no possibility of accident or ill health. Climatic conditions can vary, and extreme cold and wind conditions may have to be taken in consideration when visiting communities. Works daily within a politically sensitive environment. Travel is required as part of this position to other areas of the North where environmental conditions may not be optimal. Sensory Demands Indicate the nature of demands on the jobholder s senses to make judgements through touch, smell, sight and hearing, and judge speed and accuracy. The incumbent requires normal use of senses (seeing and hearing) in order to perform the day-to-day activities of the position. Extensive use of computers requires focused concentration. Long hours of computer use can cause physical fatigue. Mental Demands Indicate conditions that may lead to mental or emotional fatigue. The incumbent may experience mental stress to meet weekly, monthly and ongoing deadlines. Mental stress increases prior to and during year-end financial activities including preparation of year-end financial statements, preparing various year-end audit work papers and answering questions of external auditors. There may be increased stress due to travel away from home for non-scheduled extended periods of time. Page 5

6 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date Date I certify that I have read and understand the responsibilities assigned to this position. I certify that this job description is an accurate description of the responsibilities assigned to the position. _ President & CEO _ Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 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. Page 6