Job Specification

Purpose of Position :

To coordinate and provide high level business/operational planning, advisory and business administration services for the District Manager and management team in the district. To lead and manage the delivery of four major business functions and processes in the district, including budget/financial, infrastructure management, procurement, emergency management and safety. To serve as a technical resource and provide advice/direction on business processes, administrative policies, procedures and best practices to the district leadership team and district staff, facilitate
effective information flow, issues management and the tracking of/release of district materials.

Duties / Responsibilities :

1. Consulting with District Manager, district management team and Regional Business and Financial Unit on the development of business and operational plans, new business processes; conducting analysis on operating plans, policies and procedures, advising on budget impacts and recommending strategies on how to address potential budget shortfalls, budget distribution and prioritization of deliverables. Liaising with the Regional Business and Financial Unit and district management team to lead the preparation of the annual District Plan, ensuring timeliness and consistency with regional/corporate procedures and standards. Monitoring performance and progress against the plans, reporting regularly on the performance, advising on adjustment options, and following up/taking corrective action as agreed (e.g. liaising with Regional Business and Financial Unit regarding plan changes and budget impacts).

2. Consulting with the District Manager and management team to coordinate with the Regional Business and Financial Unit the preparation of the districts budget and provision of various financial controls; contributing to the preparation of financial/budget related reports (e.g. forecasts and variance reports); assembling relevant information to permit the monitoring and analysis of budget status, consideration of options, identifying/reconciling discrepancies and recommending opportunities for savings and corrective actions. Providing interpretation of budget status reports and advising the District Manager/district management team to enable in-year financial decision making.

3. Developing/managing correspondence control processes and a district tracking system for handling incoming/outgoing communications (e.g. correspondence, issues, information/communication requests, Minister letters, estimates, FOI requests, financial reports); assessing and determining appropriate action (i.e. assign, referral, complete). As a supporting member of the district management team, staying current on internal/external issues
within the district/region and directly managing issues related to internal business. Coordinating the assembly and screening of materials requested under FOIPPA to meet corporate standards and timelines.

4. Overseeing the development of briefing products, information packages and other materials, including drafting responses for the District Manager's signature or reviewing for content relevance; identifying and advising the District Manager and/or relevant manager of potentially sensitive, confidential or volatile issues and potential impacts on district/region programs. Ensuring quality control of all products (e.g. accurate, timely, complete, consistent
with region/ministry objectives), confidentiality and that appropriate procedures/protocols are met. Liaising with staff in the Regional Director/ADM's offices on correspondence control/ briefing materials; negotiating content/messaging changes and timelines as required. Briefing the District Manager on issues that arise during absence.

5. Providing advice/input for the development of district staff resourcing strategies/options including monitoring and reporting in-year changes and responding to the ADM/Regional Director and district management team. Assisting/advising managers with human resources processes (e.g. hiring, competition, approving merits, etc.) and coordinating the submission of all human resources documentation and ensuring quality control (e.g. WEAR form, staffing clearance, staffing request, extending contracts). Coordinating the provision of general local mandatory training (e.g. first aid) and maintaining/updating district training records.

6. Advising and managing the accommodation/facilities requirements for the district, including liaising with Regional Infrastructure Coordinator and Corporate Management Division accommodation staff to deal with all aspects of accommodation/facilities requirements. Developing plans/analysis for space requirements, decommissioning/vacating facilities, negotiating arrangements with other agencies who share office space in MNR buildings and when required leading/participating in the planning and implementation of shut down of offices, including relocation and/or disposal of all assets.

7. Providing procurement advice and leading the development and administration of contractual arrangements in support of facilities and accommodation services for the district (e.g. repair/maintenance of buildings, equipment acquisition/disposals) in collaboration with the Regional Business and Financial Unit. Providing background material for the development of contracts, including definition of requirements and/or specifications and reporting on contract/project status. Identifying issues related to contractor performance/issues including health and safety aspects and adherence to contract standards. Serving as principle liaison with other building occupants to deal with issues related to provision of services to the public, common space maintenance aspects, building security and building emergency planning and procedures.

8. Managing the acquisition control and maintenance of district assets (e.g. buildings, vehicles, field/office equipment, computer inventory) by determining needs, evaluating the condition/safety of equipment and arranging for the development of Safe Operating Practice documentation and maintaining/updating inventory and service records. Identifying opportunities for consolidation and efficiencies to the district management team.

9. Leading the development/updating of District Emergency Response Plans, including advising on content, response preparedness, continuity of district operations; liaising/collaborating with the Regional Emergency Management/Safety Officer to ensure district plans meets required standards. Acting as district lead in collaborating with municipalities and First Nation communities relative to the development of district plan and synchronizing their plans with MNRs. Advising the district management team on training needs for Emergency Response Team members; serving as district contact
to coordinate district emergency response training and requirements. Playing a specific leadership role on the District Emergency Response Team, including providing direction to staff assigned to group in times of emergency.

10. Providing advice/direction to management/staff and coordinating/overseeing the assembly/development, provision and filing of applicable Health and Safety documents for the district (e.g. corporate policies and procedures, Hazard Identification and Risk Assessments, Safe Operating Practices, training records). Conferring with the Regional Emergency Management/Safety Officer to ensure the district is provided with up-to-date information and to promote efficient sharing of information.

11. Determining how to apply new/revised business processes (e.g. financial management, strategic planning, GIS services, permitting, customer service, etc.) at the district level with respect to the four major business functions; providing guidance to the district leadership team. Participating on development teams who define the revised business processes due to functional changes as a result of continuous improvements, changes in strategic directions, legislative or programs, etc. and providing input/advice to achieve process efficiencies, especially critical in a climate of financial and resource constraints Leading implementation of approved processes.

12. Serving as technical resource for the district, providing advice/information and/or responding (orally, e-mail) to enquiries from district management and staff regarding the interpretation and application of OPS/ministry administrative policies, business practices and procedures and quality standards; maintaining compliance with relevant policies/procedures. Coordinating training for staff on the central file and archiving file storage systems; arranging
the annual organization for the maintenance/purging of files according to the retention schedules.

13. Representing the district at meetings with region and/or ministry corporate service areas to keep abreast of government direction related to administrative procedures/processes and reporting requirements. Advising the District Manager on how best to adopt and/or comply with new or evolving administrative processes; facilitating/coordinating implementation of new procedures and providing guidance/training to district supervisors and staff. Leading and/or participating on special projects.

14. Working in accordance with the Occupational Health and Safety Act and its regulations and any workplace practices as directed by the Employer. Performing other duties as assigned.

Staffing and Licencing :

n/a

Knowledge :

Knowledge of district/region resource management and resource operation programs with a sound understanding of internal/external operating environments (including ministry organization, legislation, stakeholder groups, current issues) to provide high level business/operational planning, advisory and business administration services to support effective district operations and delivery of programs and represent the district at meetings.

Knowledge of business planning processes, policy approval and issues management processes and district strategic directions, role and activities to lead the development, analysis and monitoring of performance/progress of district business and operational plans, manage issue responses and correspondence control/tracking of wide variety of materials, facilitate workflow/administrative processes/protocols and prepare a variety of reports/products through an understanding of program challenges and the larger issues faced by the district.

Knowledge of government/ministry budget and accounting procedures, practices and information systems to provide advice and options to the district leadership team, prepare district budget estimates, identify expenditure problems and cost saving opportunities, monitor-in year expenditures, reconcile expenditure reports and prepare regular budget reports.

Familiarity with government/ministry HR processes, procedures and guidelines and tools (e.g. merit dates, WIN) to provide advice, participate in the development/execution of district resourcing strategies, assist with the quality control of human resource processes and in the resolution of HR related issues.

Knowledge of OPS/ministry administrative policies, procedures and best practices, including OPS Vehicle Fleet Policy and insurance regulation, to manage the district?s fleet inventory, the accommodation, facilities and procurement requirements, including providing advice/direction, research, analysis and development of materials in support of the development and administration of contractual arrangements for facilities and accommodation services for the district.

Knowledge of MNR emergency management obligations, procedures and response protocols to provide, advice, direction and leadership during local emergency response situations; to play a leadership role in the development/update of plans, liaise with regional/ministry leads on standards and development and collaborate with municipalities and First Nation communities on plan development.

Knowledge of computer operations and software applications (e.g. spreadsheets, database, presentation, electronic mail etc.) to develop reports, presentations, briefing notes and maintain a tracking/filing systems and a variety of databases.

Knowledge of relevant sections of the Freedom of Information and Protection of Privacy Act (FIPPA) to know what information can and cannot be disclosed. Knowledge of the Occupational Health and Safety Act and regulations and MNR safety policies and procedures to support the coordination of the district health and safety program, and work safely in accordance with legislation and policies.

Skills :

Leadership skills and influence ability to provide direction/advice, gain support and secure the cooperation of district management/staff for the development and execution of district business functions and processes, including business/operational plan development, budget/financial control, issues management, human resources, infrastructure and assets, emergency management and safety.

Financial management, analytical and problem solving skills to provide advice/analysis and assist managers with defining their needs/priorities with respect to operational plans, budget requirements, accommodation and fleet management needs, including developing plans related to space, sharing or vacating premises and negotiating arrangements with other tenants; to interpret and apply related legislation, policies and best practices to identify
issues and initiate resolutions; to detect and resolve expenditure problems and identify opportunities/options for savings; resolve a diverse variety of operational/administrative and project management problems (e.g. delays in approvals, accommodation issues, problems with facilities and contracted services); and provide reports (e.g. financial, performance) and recommendations for management use on how to manage budget shortfalls and deliverables.

Research and analytical skills to carry out research activities and monitor the stakeholder and business environment, identify and evaluate emerging trends/patterns and recognize potential impacts to the district and prepare responses and/or perform quality control for information requests based on research/understanding of issues.

Project management skills, coordinating abilities and orientation for achieving results to lead the implementation of new initiatives and to ensure that major projects reach timely and successful conclusions.

Communication and interpersonal skills to provide advice/recommendations on policies/best practices and brief the District Manager and management team on issues; build productive working relationships within the district and tactfully resolve material content/process, operational, accommodation, facilities and safety issues; and serve as a liaison between district and region/regional counterparts, ministry corporate branches, municipalities, First Nation communities and external service providers, especially where information may be of confidential nature and represent the district at committees/meetings.

Written communication skills to prepare reports, briefing notes and responses to issues/information requests.

Demonstrated ability to work with minimal supervision and to use initiative to solve problems and recommend courses of action.

Planning, coordination and organizational skills, including strong time management, prioritizing conflict demands, deadline orientation, proactive customer service and follow up abilities to track/coordinate a wide variety of activities with changing priorities and meet deadlines in a high pressure environment (e.g. briefing materials, information requests, contract management, emergency preparedness planning, training arrangements and project/program deliverables).

Demonstrated skill in computer operation, typing and software applications.

Freedom of Action :

Work is performed independently under the general direction of the District Manager and within relevant framework of program and administrative legislation, policies and procedures.

Job is responsible for leading, analyzing impacts/options and providing advice/recommendations to district management/staff related to the delivery of four major business processes/functions (e.g. budget/financial, infrastructure management, procurement, emergency management and safety).

Job exercises a high degree of initiative, sound judgment, discretion and tact to research, assess and summarize information/research results and trends, identify potentially contentious issues, anticipate adverse effects, recommend potential responses and recognize the need for District Manager and/or senior managers briefings, including preparing briefing materials/responses and assessing ability to release.

Job has latitude for decision making with respect to determining how to introduce and implement new/revised business processes; in identifying financial shortfalls and recommending how to realize savings and obtain funding; in developing plans/analysis and initiating and administering contractual arrangements to meet the facilities and accommodation requirements of the district; in carrying out a role on the district Emergency Response Team and leading assigned staff during emergencies; and in liaising with internal/external parties to resolve a wide variety of problems to support effective district operations ? i.e. business, financial, operational planning, asset management, safety, training and corporate reporting.

Job also frequently provides leadership, exercises judgment, initiative and administrative control/authority in identifying and meeting deadlines, facilitating work flow to meet district needs (e.g. staffing, acquisition/maintenance/disposal of equipment, filing of district Emergency Response plans, etc.).

Job uses judgeent to cultivate collaborative relationships with a variety of internal/external parties, deal effectively with external service providers, to research information and program issues and provide recommendations in support of district objectives.

Job organizes own work, establishes priorities and meets deadlines imposed by work requirements (e.g. information requests, work/vendor schedules, reporting needs, etc.) and secures the cooperation of supervisors and staff, who are not direct reports.

Poor advice to the District Manager and district staff could result in improper decision-making; failure to deliver effective and timely operational/administrative/emergency preparedness services could adversely affect program delivery.

Failure to provide accurate and/or sufficient financial and program information could result in work plan goals not being achieved and/or inefficient financial allocation. Improper or untimely preparation of briefing materials and correspondence replies could result in embarrassment to the District Manager and could reflect poorly on the region.

Failure to exercise good judgment, select appropriate options and/or provide appropriate direction in safety or emergency management situations could result in damage to property and/or personnel injury to employees and the general public.