Job Specification

Purpose :

To manage the delivery of financial administrative services for the organization, including financial planning, analysis and control, revenue control, purchasing control, workforce management and human resources.

To manage and control organizational resources and assets, including the identification of organizational resource requirements and the maintenance of financial integrity of the financial system to ensure accurate recording and reporting; identifies risks and opportunities; and recommends corresponding actions.

To maintain the financial integrity of the Financial System to ensure accurate recording and reporting.

Key Responsibilities :

Evaluates financial performance and recommends improvements to processes and systems to achieve optimal service delivery.

Coordinates the administrative budget management, including approval and forecasting of expenditures; coordinates budget roll-up; and plans and manages year-end accounting and financial reporting activities.

Provides advice and technical guidance to management, administrators, program leads and its team on financial and human resource matters (e.g. the availability of financial, human and material resources and the impact of in-year budget adjustments); on resource planning; and on general administrative matters.

Manages the administration of payroll and benefits, expenses, computer systems and accounting functions (e.g. advances, accounts payable, purchasing, and revenues); monitors performance against standards to ensure services provided meet requirements.

Monitors and manages service agreements, service provider contracts, computer and telephone system contracts, and other administrative agreements; coordinates development of agreements with vendors; and resolves service issues.

Plans, coordinates and monitors the administration of all organizational support transactions, including human resources transactions, purchasing, mail operations, inventory control, computer systems; and consults with staff to determine system requirements for effective program/service delivery.

Consults with agency managers and staff regarding a variety of financial, administrative matters.

Managerial Responsibilities
1. Delivers a program/service through supervision, planning, and coordinating the daily operations of assigned team.
2. Supports a values-based and inclusive team through technical, administrative, and operational direction to staff. Assigns and coordinates work, evaluates performance, identifies staff training needs and escalates employee relations matters.
3. Controls and monitors allocated operation budget for the unit/program and regularly provides assurance reports on financial activities.
4. Provides quality client service to stakeholders.

Qualifications :

N/A

Factors :

Knowledge :

Organization program and operational objectives, policies and service delivery models, to supervise a team in a ministry program, service or initiative area, to identify and recommend program resource requirements and to ensure adherence with program/service goals and objectives.

Human resources practices, policies and collective agreements in relation to recruitment, training and development, and employee relations; to complete performance agreements, mentor employees, monitor performance, address employee issues and to promote an inclusive and engaged employee team.

Government, ministry and organization financial and administrative procedures, in order to reconcile and report on allocated fiscal, material resources and annual budgets.

Basic project management principles and methodologies in order to meet the operational program deliverables.

Organization strategic direction, business plans and service/program delivery models to ensure programs support ministry plans and directions.

Theories, principles and practices of accounting and financial administration such as Generally Accepted Accounting Principles (GAAP) and accounting knowledge to prepare relevant financial statements, financial planning and evaluation, budget preparation and administration, recognized methods of financial recording, monitoring and control, standard audit practices, financial analysis; relevant legislation; and quality assurance mechanisms, to ensure that financial controls meet accounting/business standards, related legislation and established practices.

Relevant organization policies, processes and procedures, including human resources, benefits, and purchasing; to interpret, explain, and clarify related directives, procedures and changes to processes; and to ensure that administrative plans and actions are in compliance.

Automated financial tracking systems, spreadsheet creation and analytical programs to prepare reports, presentations, and evaluate software and business office system needs.

Ministry and organization asset management and disposal policies to ensure organization assets are managed effectively.

Program Responsibility :

Responsible for providing financial management services, including preparing budget allocations and related financial/performance tracking; performs analyses and creates reports with recommendations.

Responsible for providing advice and interpretation of financial related information, developing, improving and interpreting administrative financial policies and procedures.

Responsible for providing accurate and timely financial information to management.

Responsible for providing financial statement and relevant backup for the Office of the Provincial Auditor.

Responsible for maintaining the integrity of the Financial Systems for the organization.

Analytical Thinking :

Researches and resolves issues referred by managers and staff regarding financial/budget processes and other financial/HR/business problems and issues, including determining the impact on program change.

Advises management on the optimal use of financial, material and human resources. (e.g. use of contract employees versus contracting out for services).

Determines the appropriate solution to financial and administrative problems arising from conflicting demands, limited resources and changes to programs (e.g. recommending new systems to increase efficiencies).

Provides advice and interpretation of financial/budgeting/purchasing and travel directives, policies and guidelines.

Researches new technology and provides recommendations for improvements to systems and processes to assist in financial controls and financial program delivery to achieve optimal service delivery.

Planning / Coordinating :

Plans and administers the program operations; estimates and recommends financial, material and human resources needs, coordinates operations with other areas of the branch and division, develops work plans to meet program objectives, and provides input to divisional results based and strategic planning processes.

Coordinates and participates in the development of organizational plans and estimates.

Develops and implements financial procedures and controls, including control of organizational assets, and assists with the business planning.

Contributes in the development of the budget, and the administrative management of budget allocations; plans and manages year-end accounting and financial reporting.

Coordinates the administration of all organizational business and support functions, including HR (e.g. payroll, benefits transactions, contracting), purchasing, mail, and inventory control and computer systems.

Leadership/Guidance :

Responsible for the daily operations of its assigned work unit for the delivery of product, programs and/or services.

Supervises and coordinates work by setting and communicating standards and priorities, scheduling, assigning, and reviewing work, monitoring progress, evaluating work performance, coaching and training staff, and identifying and escalating performance issues.

Participates in recruitment, identifying staff development and training needs, communicates job expectations and values, develops individual and team competencies, prepares learning and development plans and makes recommendations on employee relations matters.

Independence of Action :

Reports to a manager and works within established processes and frameworks in order to deliver day to day program/service and unit objectives.

Participates as a member of the branch management team by providing input and technical expertise on identified and emerging program issues, trends and matters including strategic planning and matters affecting program directions.

Decisions are made with respect to unit/functional work, program/activities and seeks guidance in non-routine or contentious circumstances.

Performs work under direction and within the established framework of legislative authorities, accounting/financial/budgeting policy directions, policies, guidelines, processes and procedures. Carries out day-to-day responsibilities in financial and administrative matters with minimal support. Guidance is available from management in resolving complex business operational issues.

Makes recommendations regarding planning and estimates processes and standards for expenditure controls, as well as other financial matters that require input prior to execution.

Makes decisions and recommendations that aid in improving business/financial efficiencies and streamline operations.

Interpersonal/Communication :

Communicates with senior management to obtain and provide information and give status reports; to interpret financial policy and procedures; to provide advice and guidance on financial management matters; and to discuss proposals, transition plans and service level expectations.

Provides information and interpret financial/office operational policies, processes and procedures; to discuss and resolve problems and complaints; and to answer staff questions.

Contacts human resources program staff to exchange information; to obtain advice on compliance with collective agreements and human resources policies and practices.

Communicates with suppliers to obtain or exchange information, to discuss pricing, and to resolve problems and delays in deliveries, provision of services.

Prepares reports, business cases, planning documents, correspondence and presentations for senior management.

Physical Effort :

Most of the time is spent in an office environment with frequent opportunity to move about. Occasionally, moves/lifts light objects.

Sensory Effort :

Requires moderate level of concentration to analyze financial and other data/information, interpret policies and procedures, develop budgets and spending estimates, prepare recommendations, and provide advice to senior management.

Working Conditions :

Work is performed in a typical office environment.