Job Specification

Purpose of Position :

To provide clerical, financial and administrative support to the Tenure Implementation team by assisting with work program planning, allocation management and financial in-year review processes. To provide customer service to internal and external clients.

Duties / Responsibilities :

1. Provide clerical and administrative support by facilitating the tracking, collection and consolidation of unit and project budget information such as:
• communicating deadlines for team members for financial report back
• monitoring and recording expenditures and providing information for Regional rollup

2. Provide information and guidance to staff on work program planning, allocation management, report formats, accounting requirements and time schedules by:
• explaining guidelines, policies, procedures related to work program planning
• providing information on Delegation of Authority, chart of accounts, journal entry processes, IFIS processes, constraints, pressures and funding restrictions
• participating in Financial In-Year Reviews by preparing expenditure reports
• Assisting in the development of transfer payment information, and providing administrative support in processing invoices, accounts receivable and consolidation of cost recoveries.
3. Provide administrative support by:
• preparing, organizing and arranging meetings, making travel arrangements
• producing reports and correspondence and/or minutes, agendas, etc. using fully programmable word processing
• preparing, maintaining and managing electronic and paper based filing systems in accordance with approved retention schedules
• maintain and filing travel expense claims and purchasing card transactions
• reviewing draft and/or finished letters for typographical accuracy, correct address format, inclusion of enclosures and distribution of copies

4. Maintain databases, spreadsheets and produce reports by:
• extracting reports & verifying data from Integrated Financial Information System (IFIS) using Discover Viewer including encumbrance reports
• checking reports for accuracy (e.g. correct coding, salary awards, balancing to allocations)
• identifying potential problem areas and providing direction to field staff to make corrections (e.g. calculation errors, missing information, proper format, data input requirements, outstanding encumbrance sources), following up with processing units or other experts to rectify processing problems and referring complex issues to supervisor's attention (e.g. overspent allocations)

5. Providing other clerical and administrative support to the Tenure Implementation Section during staff absences and peak workload periods by performing support roles as required (e.g. receiver, customer service, purchasing, and office equipment support).

Managers have the right to assign additional duties.

The incumbent shall, work in compliance with the Occupational Health and Safety Act and its Regulations and any workplace practices as directed by the employer. The incumbent shall take precautions to protect the health and safety of themselves and others by complying with such acts, codes, policy, procedures or accepted workplace practices as may be appropriate. The incumbent shall advise workers of actual and potential dangers in the workplace and the required precautions.

Knowledge :

Knowledge of administrative/clerical procedures and processes to assist with tracking and reporting of budget information.

Knowledge of filing systems to organize, maintain, and update program information and files.

Knowledge of ministry programs and operations to provide support and advice to staff (e.g. IFIS, WIN, purchasing, etc.).

Knowledge of Ontario Public Service Quality Service Standards telephone operation and etiquette to respond to general requests and provide customer service and information to internal and external clients.

Knowledge of accounting principles and data processing financial control systems to verify budget and expenditure coding, to identify variances and to recommend improvements.

Knowledge of software programs (e.g. fully programmable word processing (WORD), data bases (Access), electronic mail, spreadsheet applications such as excel government financial applications (e.g. IFIS, Discover Viewer, WIN, research) and inter/intranet to update and produce statistical reports, prepare presentations, letters, memoranda, reports spreadsheets and graphics by merging text and reformatting.

Skills :

Analytical skills to review financial information and identify discrepancies related to budget submissions, financial information reports, balance of allocations and budget pressures to the attention of the manager.
for review by
Oral and written communication skills to assist in drafting project-specific procedures, instructions, letters, charts, tables, for the implementation of the forest tenure project; to prepare correspondence for corrective actions (e.g. missing information, reporting format) and to carry out training on new/revised procedures (e.g. chart of accounts, journal process).

Interpersonal skills to deal effectively with clients, staff and management in day to day work.

Organizational skills to track, collect and consolidate project budget information and to prioritize own work to meet deadlines.

Mathematical skills to calculate and forecast expenditures, verify calculations and track project expenditures. Typing skills and data entry skills to Ministry standards.

Freedom of Action :

Works within well documented and established ministry and government policies and procedures for financial reporting, budget and estimates process.

Performs tasks with minimal supervision and works independently to establish own work priorities and carry out work.

Works under the general guidance of the Manager with work checked occasionally for completeness, accuracy and monitored for progress to ensure deadlines are met.

Makes decisions regarding composing correspondence on own initiative (e.g. reporting instructions to field staff); identifying and rectifying errors (e.g. incorrect coding of expenditures, and/or journal entries) and discussing with staff to resolve issues. Job requires referring unusual matters to supervisor (e.g. non-compliance to direction, matters not covered by guidelines/procedures).

Errors would result in delayed financial reporting which would have an impact on project planning and reporting requirements.