Job Specification

Purpose of Position :

To provide financial services for dual institution (remand & treatment centre) under one administration, the St. Lawrence Valley/Brockville Jail in areas including non-tax revenue, accounts receivable, accounts payable, petty cash, purchasing, inventory control, Offender Trust Accounts, budget forecasting and account analysis.

Duties / Responsibilities :

1. Processing and maintaining non-tax revenue billing/Accounts Receivable for Security Contract and recovery of other institutional expenses. Preparing documentation for raising invoices and revenue coding form analysis and/or expenditure refund form and preparing funds for bank deposit Submitting forms to appropriate corporate offices. Ensuring proper implementation, administration and interpretation of ministry non-tax revenue procedures and guidelines. Recording, processing and collecting all recovery transactions for the institutions.
2. Gathering, checking, compiling, maintaining and storing information pertaining to departmental budgets and fee for service contracts.
3. Preparing cost centre expenditure reports, vehicle logs, and various summaries for submission to Region
4. Verifying and approving all transactions prior to submission for final authorization
5. Analyzing/consolidating/comparing/verifying data in forecast reports retrieved from integrated financial information systems. Assisting with compiling data for budget status projections on a monthly basis.
6. Monitoring and tracking expenditures to compile back up for preparation of journals for coding corrections and recovery of expenses from other Ministry cost centres. Preparing journals for review and approval.
7. Checking/reviewing and the processing of institutional financial transactions in travel expenses, accounts Payable, attendance, petty cash, stores, monthly bank reconciliations and daily reconciliation of offender trust. Monitoring on-line processing of incoming invoices and travel claims for payment through integrated financial info systems.
8. Providing supervisory, administrative and technical assistance to business office admin staff and providing technical assistance to managers;
9. Leading, explaining/coordinating /training office/institution/financial policies, processes and procedures.
10. Performing various purchasing functions such as maintaining and updating hard copy and computerized purchasing records and contacting suppliers e.g. standing agreements, price quotations, clarifying discrepancies, preparing purchase orders.
11. Ensuring that the records retention schedules are adhered to regarding financial records and supervising the disposal of records identified for destruction.
12. Maintaining and updating inventory assets checks.
13. Developing, documenting and implementing new processes and procedures and updating procedure manuals.
14. Reviewing and reconciling various documents for control purposes (ie BMO diversion accounts, Trilcor Orders, Government Pharmacy orders etc).
15. Liaise with OSS, Corporate and Institution regarding non-tax program reporting; developing and maintaining non-tax program contact list.

Knowledge :

Job requires strong knowledge of ministry and government accounting policies and procedures relating to procurement, non-tax revenue billing/accounts receivable, accounts payable, travel directive, petty cash, offender trust, journal entries and inventory control in order to provide technical guidance to administrative staff and institutional management; to develop/document & implement processes/procedures; to ensure accurate & timely processing of institutional financial transactions; to forecast expenditures. Job requires knowledge of supervisory practices to lead and apply related legislation/ policies and procedures and to direct and provide guidance of staff to complete daily assignment, instructions, & training in institutional accounting processes and to resolve routine problems and ensure work completed; Job requires knowledge of arithmetic to check/verify revenues/expenditures, process financial documents; to analyze account activity and to assist with budget preparation. Job requires knowledge of ministry records retention polices to ensure records retention schedules for the institution are followed. Job requires knowledge of computerized accounting systems, inmate trust and financial software, to input/retrieve/monitor institutional financial transactions, and to prepare financial reports/correspondence/training materials. Job requires knowledge of various tracking systems relating to financial processing, planning, budgeting, reporting. Knowledge of Workplace Discrimination and Harassment Policy.

Skills :

Job requires arithmetic skills to check/verify expenditures, process financial documents, assist with budget preparation. Job requires skill to use a personal computer and associated software to prepare reports, spreadsheets, letters, etc. Job requires good interpersonal, oral and written communication skills to deal effectively with staff at all levels, train others, provide technical guidance, respond to questions, convey information, write training materials/reports, prepare letters, financial and statistical reports and speak to staff members. Job requires organizational skills to plan and co-ordinate own and business office staff work and to meet deadlines. Job requires problem-solving skills to resolve routine and non-routine work problems related to implementation/maintenance of revenue billing processes. Job requires research and analytical skills necessary when gathering and analyzing information from multiples sources and preparing summaries; when recommending non-tax revenue billing processes; when assisting with budget forecasting and recommending financial processes. Job requires team skills to work with Regional and Operational colleagues, Business Office team and other institutional staff. Job requires ability to exercise judgment in interpreting administrative directives to resolve work issues, e.g., providing instructions, information, training and assistance to department managers regarding financial rules and regulations. Requires incumbent to interpret policies. Required to make own work decisions only referring to the supervisor matters that deviate from established guidelines, e.g. unusual situations, which fall outside existing policies/procedures or where has been no past practice e.g. revenue processing. Job requires supervisory skills to lead staff and to co-ordinate, direct, assign and check work. Job requires incumbent the ability to work independently. Job requires judgment when handling sensitive issues and when soliciting compliance with new business practices. Technical Skills Job requires employee to have fully programmable word processing, software, financial software and systems, electronic communication technology. Touch typing.

Freedom of Action :

Position is responsible for performing a significant variety of assignments where incumbent is expected to meet objectives with minimal supervision e.g. processing of institutional revenue transactions and ensuring information submitted to the Corporate office or Regional office is verified and accurate. Initially accountable for working closely with Business Administrator and Senior Management and Business Services Managers, through the implementation and with agencies of non-tax revenue, financial and administrative processes and could result in the Ministry's inability to meet business objectives. Ongoing contact to maintain, revise and review procedures. Job requires working in accordance with ministry and government accounting policies and procedures relating to petty cash, non-tax revenue billing, institution policies and procedures, provincial and federal sales tax requirements to ensure the processing of revenue billing transactions. Job requires determining priorities, referring to supervisor unusual situations falling outside existing policies/procedures or where there has been no past practice. Business Administrator monitors work. Work is performed and monitored under the general supervision of the Business Administrator. Policies procedures, directives and guidelines are readily available for reference purposes.