Job Specification

Purpose of Position :

To provide financial recording and reporting services for the institution, to provide administrative and technical supervision to subordinate staff and to provide control and security for assets of the facility.

Duties / Responsibilities :

In a maximum security jail, provides financial recording and reporting services for the institution and controls and secures assets of the institution as well as provides administrative and technical supervision to subordinate staff with additional responsibility for:


1. The administration of the overall budget, including the projection of budget requirements, analysis of current expenditures, the preparation of budget status reports and providing financial advice to the Superintendent and management staff on financial policies and practices regarding supplies and equipment acquisitions, service contracts, and overtime expenditures, and to ensure uniformity and adherence to government standards.

2. Providing advice to the Superintendent on the availability of financial and material resources and on the impact of budget constraints and program changes.

3. The supervision and administration of personnel, payroll and benefits records, stores operation and inventory, general accounting, purchasing and related office services functions, including staff selection, training, monitoring, evaluation and discipline.

4. Controlling a variety of financial programs including adult/young offender trust accounts, incentive allowance, canteen programs, fine collection, petty cash account, concentrator account, revenue account, Family Court collections, and approving all invoices and maintaining the institution's bank accounts.

5. Liaising with department heads to ensure effective facilities and materials management; fixed asset control, stock control; food services cost control and advising management staff of any irregularities, shortages or over-utilization of resources and recommending corrective action.

6. Contributing to the formulation, administration and implementation of institutional policies and procedures by sitting as a member on a variety of institution committees, including the Senior Management Committee.

Knowledge :

Work requires a good knowledge of business administration and of Ontario Government procedures and practices, in order to effectively evaluate and meet the financial needs of the institution; to apply sound financial practices in light of budgetary constraints; to effectively plan and supervise such support services as personnel, purchasing, inventory control, etc.; to administer offender trust funds. Such knowledge is normally acquired through educational background in Business Administration/Accounting coupled with several years progressively responsible experience. Position also requires a sound knowledge of a variety of relevant pieces of legislation including the MCS Act, Collective Agreement, Criminal Code, Occupational Health and Safety Act, Ministry Regulations, directives and Human Resources Manuals. Ability to interpret computer input/output. Managerial and administrative skills including the ability to supervise staff and make sound decisions in emergency/stressful situations. Also required is the ability to communicate both orally and in writing with all levels of staff, Ministry and Government officials, etc. Proficiency in oral French at the advanced level.

Judgement :

Work is performed under the administrative direction of the Superintendent. Judgment is exercised in providing advice to the Superintendent on the best use of available financial, material and administrative resources. Determining workload priorities in view of limited human resources. Judgment is exercised in the supervision, discipline, selection and training of subordinate staff and ensuring established procedures are adhered to. Judgment is also exercised in the interpretation of legislation and in the calculation of overtime, LARS, purchasing etc. Incumbent has direct access to the Superintendent, senior staff in the institution and to Head Office specialists for advice and consultation. Judgement is also exercised in the application of a variety of manuals such as Human Resources Manuals, Financial and Administrative Services manual, as well as a variety of acts and regulations.

Accountability - Programs :

Providing financial services including advice to senior management, methods, procedures and controls, and financial reports for the facility.

Accountability – Personnel :

Directly supervises: Supervisor Inmate Records, YO Clerk, General Accounts Clerk, Secretary/Receptionist. Indirectly supervises 1 Records Clerk.

Accountability - Finance and Materials :

Coordinating, preparing and monitoring the institution budget ($3,776,762.00 1998/99); approving expenditures for various supplies and services with a limit of $20,000, and shares cheque signing authority with the Superintendent. Also accountable for stores, office equipment and institutional inventory of moveable assets.

Accountability - Impact of Errors :

The impact of decisions is such that failure to provide proper accounting procedures and controls and budget reports could result in financial difficulties for the institution and the Ministry with the resultant curtailment of institution programs.

Contact - Internal :

Regular contact with senior line management and line staff of the facility to obtain and provide information, seek and provide advice, interpret and advise on administrative legislative matters and resolve common problems. Regular contact with regional and head office staff. Serves as a member of the following committees: Attendance Review Committee and the Assistance Program Committee.

Contact - External :

Frequent contact with police, courts, lawyers to exchange information on the status of incarcerated offenders; with suppliers on price quotations, purchases, etc.; with job applicants re: interviews.