Position No. Job Title Supervisor s Position Department Division/Region Community Location

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Finance Officer Senior Finance Officer Department Division/Region Community Location Family Services Fin Code: 2. PURPOSE Corporate Services/Headquarters Iqaluit Iqaluit Main reason why the position exists, within what context and what the overall end result is. Reporting to the Senior Finance Officer, the incumbent provides finance and accounting support for the clients of the Department of Family Services (Department), within the guidelines and policies of the Government of Nunavut to ensure that financial objectives are met in an efficient and effective manner. These responsibilities include but are not limited to: Ensuring that commitments, payables, travel and related expenses, and receivables are correctly coded; processing transactions accurately and in a timely manner; reviewing, reconciling and correcting entries and transactions using Journal Vouchers; ensuring that departmental staff abide by government s contractual and purchasing regulations; maintaining and updating signing authorities and specimen signature record (SSR), maintaining a control log of all departmental commitments; and generating Free Balance Reports. 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? Under the direction of the Senior Finance Officer, the Finance Officer (incumbent) provides critical accounting and financial services to the Department by ensuring that financial data is received and payments prepared and processed into the system timely and efficiently. The incumbent must maintain strong budgetary controls and help safeguard government assets by ensuring compliance with the Financial Administration Act (FAA), Financial Administration Manual (FAM), Canadian Generally Accepted Accounting Principles (GAAP) and all other applicable government policies and regulations. The incumbent assists in the preparation of year-end reports and participates in on-going financial projects of the Department The incumbent performs monthly reconciliation of the Corporate Services Visa card and ensures that supporting documentation and analysis is provided when required. Finance Officer Page 1 March 29, 2018

2 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. Ensure that claim documents received from vendors and/or creditors are valid, legitimate, complete and accurate; processed in a timely manner; and in compliance with applicable FAM directives, policies and procedures and Collective agreements by: Verifying completeness of documents received, correctness of mathematical calculations, and transaction being charged to appropriate account and coding Reviewing supporting documents to ensure these are valid, adequate and relevant to the transaction, and instructions on the payment documents are appropriate to the situation Preparing and processing payment documents Verifying that funds committed are sufficient to cover the payment, and if not, consulting with the Budget Analyst for further action Ensuring that transaction is within spending/payment authority limits established, signatures are valid and in accordance to Financial Signing Authority spreadsheets and SSR; and if there are discrepancies, to refer them to the Senior Finance Officer for resolution Preparing form letters to accompany payment documents to explain any variance on an invoice Providing departmental staff, clients, suppliers and vendors with updates on cheques issued by Department of Finance when requested Reviewing all requests for invoicing as to accuracy and completeness and forward to Senior Finance Officer for approval Ensure that travel, accommodation and related expenses are processed correctly, accurately and in a timely manner by: Ensuring that appropriate approval has been obtained on all travel and confirming that a budget is in place as per Section 44 of the FAA before any travel costs are incurred Processing travel request and making travel arrangements for Family Services staff in an efficient and economical manner through the use of Corporate Services Visa card Arranging travel advance requests when requested to eligible employees and the travel advance is within limits of the FAM Directive Verifying the entries, coding and completeness of travel claims and signatures before processing Visa then posting into Access Direct-Bank system all travel transactions Ensuring that travel requests are promptly processed, entered in Free Balance in order for the staff to receive their travel advance prior their departure Processing Visa authorization to vendors and airline companies according to established procedures Preparing monthly reconciliation of outstanding Visa accounts and collects backup documentation for charges to account Monitoring and following up on any unreconciled or missing items in the Visa statement Perform accounting related functions such as: Reviewing financial documents and data entering transaction to Free Balance Preparing journal vouchers to correct accounting entries that need to be adjusted to the appropriate budget Clearing travel advances, reviewing RSN s (Requisition for Supplies & Services) and other forms of purchases Processing Request for Invoice for overpayments, repayment of unspent funds on contribution Finance Officer Page 2 March 29, 2018

3 agreements and similar transactions Monitoring outstanding invoices and making sure vendors are paid in a timely manner Providing a weekly report to the Senior Financial Officer of outstanding payables Acting as Senior Finance Officer and is cross-trained to verify contractual obligations Performing other related duties assigned from time to time Provide administrative and financial support to ensure an efficient and well-organized financial services unit by: Ensuring that the accounting work areas are clean, tidy and organized Maintaining a financial record system in compliance with established record management procedures Ensuring that all accounting records are organized and filed in appropriate filing sections and filing is done in a regular and timely basis Scanning, keeping an electronic copy and maintaining log books for the following - Journal Vouchers, Sales Vouchers, Credit Notes and Request for Invoice to establish an audit trail for documents coming in and going out of the financial services unit Maintaining a control log of all departmental commitments Maintaining and updating signing authorities and SSR Assisting in the maintenance of the Department s Controllable Assets Summary 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. Education/Knowledge: Grade 12 Diploma with accounting courses or an acceptable combination of education, training, and or experience relating to the position. Working knowledge of accounting principles and practices which would normally be acquired through accounting courses or work experience. Abilities: Abilities to use a computerized word processing program and financial spreadsheets. Ability to communicate orally and in writing to enable the incumbent to understand and apply applicable accounting principles and practices, to process financial transactions and to explain account transactions to clients and staff. Ability to understand and interpret Government Financial policies, procedures, directives and legislative Acts. Ability to handle multiple tasks during frequent busy periods. Ability to understand, interpret and comply with complex legislation, policies and guidelines. Ability to speak and understand more than one of Nunavut official languages is definitely an asset. Skills: Computer proficiencies Experience working in a customer service delivery environment. Finance Officer Page 3 March 29, 2018

4 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. The incumbent sits at a desk in front of a computer for long periods during the day with frequent opportunity to move about. 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. The surrounding environment of the department is constantly busy, and much time is spent reacting to the public s needs. This type of environment impacts on the incumbent s ability to concentrate and his/her ability to handle several tasks at a time. Daily, monthly, and year end processing deadlines are demanding to ensure all data for the period will be processed. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments 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 will spend most of the time in front of a computer, which can cause eyestrain and other physical discomforts. Constant interruptions by telephone and by staff mean this incumbent must be able to type with a high degree of accuracy and in an expeditious manner. 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. Pressure of deadlines and heavy periodic work volumes. Must be able to handle diverse workload. Tact and diplomacy is required in dealing with both internal and external clients. Finance Officer Page 4 March 29, 2018

5 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. Deputy Head 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. Finance Officer Page 5 March 29, 2018