POSITION DESCRIPTION Financial Administrator February 2017 Reporting to the Executive Director of the Nova Scotia Health Research Foundation (NSHRF), the Financial Administrator is responsible for the day-to-day financial and administrative functions of the Foundation. The Financial Administrator is expected to perform all the duties outlined below while working with all NSHRF employees to ensure that all financial, accounting and administrative requirements of the Foundation are met. General Duties Prepare information as required for strategic and operational financial management Assist the Executive Director in the management of the NSHRF budget Assist in the preparation of monthly status reports Maintain all financial files: electronic and hard copy, including Microsoft Excel for budgets, and Microsoft Dynamics Great Plains for accounting operations Assist in the preparation of information for audits Monitor the database used to track grant applications, awards and payments Monitor the Foundation s bank accounts at least weekly to ensure sufficient funds are available for all accounts Retrieve information on investments on a regular basis and advise the Executive Director on actions required Maintain A/P, A/R, and GL Complete monthly bank reconciliation and AP/AR reports for Executive Director Update financial and administrative policies and procedures as required Provide advice and guidance to employees on the Foundation s travel policy and the preparation of travel claims Review and process all travel claims Monitor administrative contracts to ensure that the terms and agreements are being adhered to Receive, record, safeguard, and deposit all cheques at least weekly Ensure that all capital assets have been identified and are included in NSHRF s Fixed Assets module on an on-going basis Participate in the NSHRF s ongoing Institutional Review program Record investment journal entries monthly Prepare materials required for the annual audit Research Funding Duties Liaise with the Program Manager to ensure the grant application processing system operates in an efficient manner Ensure all financial payment schedules are maintained Prepare research funding cheques weekly, as approved by the Program Managers and notify the principal investigators to inform them payment was sent Ensure that electronic and paper files are accurate and updated as new activities occur Prepare monthly and annual grant payment information by Program/Grant type. Provide Program Managers with information on outstanding grants payable monthly Prepare invoices for allocation recoveries and maintain allocation recoveries accounts receivable records Ensure agreements with 3 rd party agencies are appropriate, payments are approved and made as required, according to the established schedules set out in the agreements Participate in the audit of third party agencies and/or research institutions as required Administration Create and maintain an effective filing system to ensure that relevant financial and accounting documents are up-to-date for auditing, processing or consultation by employees, managers and 1
auditors Maintain all administrative purchasing information and accounts according to the allocated general ledger accounts Prepare monthly/yearly expense reports for the Executive Director as required Pay all administrative invoices weekly and ensures accounts (electronic and paper) are updated with payment information Produce invoices for administrative and travel reimbursement; maintain and monitor accounts receivable Submit invoices weekly to Program Managers and the Executive Director for approval before payment Complete HST rebate calculations and form annually Complete CRA Charity Information calculations and form annually Oversee contracts and other financial agreements from the Foundation s Virtual Business Unit Payroll Management Verify payroll and benefit payments (group benefits, pension, source deductions) on a payment period basis (bi-weekly), under the direction of the Executive Director Maintain all payroll and benefit payment records electronic and paper Calculate any annual salary increments as required and maintain salary budget Work with employees to ensure any enrollment, termination and benefit change forms are completed correctly and submitted as necessary Calculate payroll remittances, complete NSAHO remittance forms and submit monthly Conduct quarterly reconciliations of payroll budget and pensionable earnings Conduct monthly reconciliation of benefits billing from NSAHO Conduct annual pension data review for NSAHO Conduct annual payroll data review and initiate production of T4s Forward regular benefits newsletters to employees 2
STATEMENT OF QUALIFICATIONS FINANCIAL ADMINISTRATOR BASIC REQUIREMENTS EDUCATION: EXPERIENCE: SKILLS: LANGUAGE: An Undergraduate Degree in Business with a major in Accounting or Finance or equivalent experience Five years experience in accounting operations and/or bookkeeping and office administration Proficiency with the Microsoft Office software, and accounting software applications (preferably Microsoft Dynamics Great Plains) English RATED REQUIREMENTS KNOWLEDGE: K1 Thorough understanding of bookkeeping and/or accounting operations K2 Extensive knowledge of Microsoft Word, Excel, and One Note K3 Knowledge of Microsoft Dynamics Great Plains and/or Simply Accounting K4 Knowledge of cash management and bank reconciliations K5 Familiarity with the research field K6 Good knowledge of purchasing procedures and cheque production K7 Good knowledge of the NSHRF, its aims and objectives ABILITY: A1 To work effectively independently and in a team environment A2 To communicate effectively orally and in writing A3 To meet deadlines set for monthly and annual financial reports A4 To manage time effectively A5 To effectively handle inquiries from many sources A6 To successfully work under pressure while meeting multiple deadlines A7 To effectively use office technology available A8 To identify process improvements relating to administrative and financial policies A9 To build effective working relationships PERSONAL SUITABILITY PS1 Effective interpersonal relationships PS2 Dependability and reliability PS3 Flexibility and adaptability PS4 Tact and diplomacy PS5 Good judgment PS6 Conscientiousness PS7 Initiative PS Confidentiality DESIRABLE QUALIFICATIONS Experience working with Grants and/or Contributions agreements Understanding of the Grants Competition financial cycle Experience working with researchers or in a research field Experience administering payroll and a comprehensive benefits program TERMS AND CONDITIONS Normal office conditions 3
CRITICAL ACCOUNTABILITIES Financial Administrator 1. Finance and Administration Accounts payable and receivable maintained according to accrual accounting and Generally Accepted Accounting Principles (GAAP) Invoices are paid as per the terms set out and according to contract specifications All cheques are deposited within 5 business days Inquiries on administrative purchasing and payments from internal and external clients are responded to in a timely manner Monthly/quarterly/annual administrative reports for the Executive Director are prepared Assistance is provided in the planning and development of the annual budget NSHRF administrative policies and guidelines are followed The NSHRF Administration Manual is updated as directed by the Executive Director Files of all administrative areas for internal control and auditing purposes are maintained All submissions required for the NSHRF to maintain its charity status with Canada Revenue Agency and to recover appropriate HST rebates from Canada Revenue Agency are prepared accurately and submitted by deadlines. 2. Grant Application/Approval/Payment Process Financial and administrative guidance and assistance is provided to the Program Managers Appropriate commitment amounts are entered into the financial system as grants are awarded Cheques for research institutions are prepared and printed, in accordance with established award schedules Allocation recoveries are entered into the financial system and credits are applied to original payable Payments and accounting files for all 3 rd party agreements are complete and accurate 3. Financial Management and Budgets Assistance is provided during the preparation of the NSHRF Grant, Programming and Administrative budgets Monthly/quarterly/annual budget information is provided including reports for the Executive Director as required Assistance is provided in the development and implementation of the budgeting and forecasting process for NSHRF Managers All monthly budgets from managers are accurate in the financial system and working papers Budget reports from the financial system are produced as required 4. Records Management All pertinent financial information is entered correctly into the financial system All information is adequately recorded and maintained in a timely fashion 5. Payroll Management Bi-weekly payroll and benefit payments (group benefits, pension, source deductions) are complete and accurate All payroll and benefit payment records electronic and paper are complete and accurate Annual increments have been processed as approved by employee supervisors Employee payroll and benefits enrollments, terminations and other changes are processed and administered according to NSHRF, Canada Revenue Agency and NSAHO guidelines 4
Core Competencies for Financial Administrator Competency Communicating Delivering Service Thinking and Decision Making Working With People Changing and Learning Self-management Skills C.1 Communicates Orally C.3 Answers Questions C.4 Listens to Others C.5 Communicates in Writing S.1 Focuses on Stakeholder S.2 Knows NSHRF services S.3 Works Effectively D.1 Organizes Work D.2 Acquires New Information D.3 Follows Policy D.4 Works with Numbers D.5 Handles Data Effectively P.1 Builds Relationships with Colleagues P.2 Shares Information P.3 Works in a Team Environment L.1 Continues to Learn L.2 Adapts to Change M.1 Respects Others M.2 Demonstrates Self-esteem M.3 Takes Personal Responsibility C.6 Provides and Receives Constructive Feedback C.7 Writes Reports S.5 Uses Good Judgment S.6 Uses Voice Mail Effectively D.6 Researches Information D.7 Thinks Critically D.10 Interprets Policy and Develops Procedures D.11 Participates in Developing Policies P.4 Cultivates Networks and Works Laterally P.5 Negotiates and Resolves Conflicts L.3 Generates Creative Ideas L.5 Implements Change M.4 Demonstrates Honesty and Integrity M.5 Handles Stress M.6 Demonstrates Empathy 5