Position Number(s) Community Division/Region(s) Fort Simpson Finance/Deh Cho

Transcription

1 IDENTIFICATION Department Northwest Territories Health and Social Services Authority Position Title Finance Officer Position Number(s) Community Division/Region(s) Fort Simpson Finance/Deh Cho PURPOSE OF THE POSITION The position performs and coordinates the general accounting duties, financial control procedures and ensures the integrity of finance services and reports. The job is done in accordance with Generally Accepted Accounting Principles (GAAP), Federal Statutes, the Financial Administration Act (FAA), the Financial Administration Manual (FAM), Territorial Health Information Services (T.H.I.S.) Act, the Non Insured Health Benefits (NIHB) Agreement, Reciprocal Billing Agreements and the Northwest Territories Health and Social Services Authority (NTHSSA) policies and procedures. The position is also responsible for the planning, directing, controlling and coordinating of all activities concerned with the flow of materials from point of acquisition to point of use. Duties are performed following the GNWT purchasing policies and regulations. SCOPE This position is located in the Deh Cho Region. The DHSSA is responsible for the effective delivery of health and social services in the Deh Cho Region. The geographical area of responsibility comprises the Deh Cho Region, with a population living in nine communities: Fort Liard, Fort Providence, Fort Simpson, Hay River Reserve, Jean Marie River, Kakisa Lake, Nahanni Butte, Trout Lake and Wrigley. Reporting to the Director of Finance, the position is located at the Nahendeh Building in Fort Simpson. The Finance Officer supervises, performs and maintains financial activities related to the Deh Cho Region annual operating budget in excess of $15,000,000. The incumbent supervises the work and performance of two financial clerks. The position also coordinates the purchases of the organization, its departments and programs, ensuring that a formal August 1, 2016 GNWT Job Description Page 1 of 5

2 process is followed that will deliver good purchasing control, response and economy. The position will also provide relief for the direct reports as required. RESPONSIBILITIES 1. Supervise, direct, perform and control the day to day operations of accounts payable, accounts receivable, general accounting and contract administration in accordance with FAM, GAAP, the terms of the contracts, and NTHSSA policies, practices and procedures in order to ensure compliance. Directs, supervises and monitors the work of the Accounting Clerk. Interprets policies and directives that affect the general accounting function. Through supervision of the Accounting Clerk and through direct data entry ensures Accounts Receivable and Payable and their related billings are accurate and that the source documents are properly prepared, authorized and processed. Posts all accounts receivable and accounts payable batches in AccPac. Determines invoices to be paid and prepares the weekly cheque run. Prepares and posts month end accruals. Reviews the general ledger for appropriateness and accuracy and prepares and posts required journal entries. Schedules month and year end accounting procedures. Works with the Director of Finance to ensure that the financial reporting deadlines are met and that policy and procedures are followed. Works with the Director of Finance to recommend, prepare and implement office policies and procedures. Works with the Director of Finance in developing and implementing financial and management reporting mechanisms. Manages cash received from clients and co-workers and ensures that timely bank deposits are made and recorded. Performs monthly vendor reconciliations Reviews and signs collection letters Supervises collection process to ensure NTHSSA and Departmental procedures (SARRCO) are followed. 2. Manages the procurement process by planning, organizing, monitoring and directing the operations in accordance with the policies, procedures and regulations of the GNWT and the NTHSSA. Directs, supervise and monitors the work of the Purchasing/Medical Billing Clerk. Manages the AdvancePro inventory program. Drafts, issues, and evaluates requests for proposals and the proposals themselves. Prepares purchase orders on PWS site after ensuring requisition has been accurately completed and authorized. Prepares contribution agreements following GNWT and NTHSSA policies and procedures. August 1, 2016 GNWT Job Description Page 2 of 5

3 Issues invitations to tender and ensure that they clearly express the terms and conditions. Prepares tender evaluations and award recommendations for Managers. Ensures that applicable contractor insurance policies, legal registrations (i.e. WCB, business license, legal registry) have been obtained. Maintains an up-to-date complement of procurement and contract documents ensuring appropriate updates and modifications to meet requirements of GNWT and NTHSSA policies, legal requirements and operational requirements. Ensures procurement processes fall within the Business Incentive Policy as established by the GNWT 3. Preparation of AccPac financial statements in accordance with NTHSSA practices and procedures in order to ensure that the statements are complete, accurate, timely and properly formatted. Approves imports into the general ledger from the subsidiary ledgers. Reconciles documentation received on fee for service billings from clinics for payments to the Physicians. Reviews transactions that have been recorded in the general ledger each month and corrects errors with appropriate authority. Compares actual charges to the budgeted amounts in monthly revenue and expense statements. Maintains the budget and the general ledger in AccPac. Ensures monthly and year-end working papers and reconciliations are prepared. Provides coding for expenses and revenues to Managers. Performs monthly analysis of accounts. 4. Provides operational and technical supervision to staff reporting to the incumbent in order to facilitate the effective financial and human resource management of the Deh Cho Region in accordance with established legislation, policies and procedures. Assesses and evaluates performance of the Accounting Clerk and the Purchasing/Medical Billing Clerk. Monitors performance of staff to ensure staff is performing at optimal levels Works with the Director of Finance and Human Resources to address performance issues Provides guidance and support to finance staff in the performance of their duties. Mentors and supports finance staff in the acquisition/improvement of skills Models and supports a participative leadership style. 5. Performance of other assigned duties. Acts for the Director of Finance, as and when required. Responds to the information queries from various internal and external sources. Imports database (payroll) files into the accounting system and finds solutions to streamline processes. Participates in the installation of financial software. August 1, 2016 GNWT Job Description Page 3 of 5

4 Assist in audits of financial statements by providing timely information and records. Assists the Facilities Manager in taking periodic inventories of furniture and equipment, and maintains inventory records. Ensures that vehicle and building asset records are kept up to date Works on special projects as required. WORKING CONDITIONS (Working Conditions identify the unusual and unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent.) Physical Demands Physical demands on the incumbent are consistent with the typical GNWT office environment. Environmental Demands There are no significant environmental demands on this position. Sensory Demands Constant periods of concentration, assessment and analysis, accompanied by frequent interruptions that result in continually evaluating and shifting priorities. Close attention must be utilized in assessing information and responding to queries. Mental Demands The complexity of the job requires attention to detail and high levels of concentration, while experiencing frequent interruptions. There is a significant level of disturbance/noise as the work space is in an open area. Deals with conflicting priorities, deadlines, and numerous client departments. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of generally accepted accounting principles (GAAP) and concepts is necessary to ensure that financial transactions are properly recorded. Knowledge of computerized accounting systems and controls are needed in order to achieve the best performance and work flow, and to avoid unnecessary and redundant manual routines. Hands on experience with AccPac in a windows environment is required and experience with an asset inventory system would be an asset. Understanding of the Financial Administration Act, The Financial Administration Manual and other relevant GNWT statutes, regulations, policies and procedures. Knowledge and experience in preparation of procurement and contracting documents including contracts, requests for proposals, tenders and the evaluation of such. August 1, 2016 GNWT Job Description Page 4 of 5

5 Proficient in analytical and research skills Ability to motivate and guide subordinates to work effectively and efficiently in the conduct of their duties. Design and recommend internal financial and statistical controls Understand and interpret complex contractual arrangements Ability to work effectively in a cross-cultural environment Typically, the above qualifications would be attained by: The completion of the 3rd level of a professional accounting designation program. Two years of related and demonstrated supervisory level experience is required. Recent hands on experience in AccPac in the Windows environment is also a requirement. ADDITIONAL REQUIREMENTS Deh Cho Regional Requirements Recent hands on experience in the GNWT procurement process would be an asset. Position Security (check one) 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) French required French preferred French not required August 1, 2016 GNWT Job Description Page 5 of 5