Job Specification

Purpose of Position :

To plan, manage and control the financial processing and analysis functions for the administration of the program's external bank account and internal accounting processes. To manage and control development for the unit of operating financial management tools, processes, policies, performance measures and evaluation techniques to support operational and legislative requirements. To administer the service provider contract for the processing of support payments. To provide strategic advice and consultation to senior program management to enhance and improve program effectiveness and management decision-making.

Duties / Responsibilities :

1. Plans, manages and controls the very large program external bank account involving processing a high volume of transactions banking, reconciliation, payment processing, bank adjustments, investigation and resolution, retroactive adjustments, suspense accounts, recovery of funds for social service delivery agents and disbursement to clients. Co-ordinates the resolution of complex policy and process issues and accountable for the accuracy, timeliness and quality of accounting services provided on behalf of clients.

2. Manages and co-ordinates the internal processing of a large volume of monthly payment instruments (cheques, money orders, drafts) and conducts regular review of business processing in order to make operational and cost saving improvements (e.g. NSF reduction strategy, process automation). Manages and authorizes action for the resolution of complex account discrepancies and represents the office with senior level internal and external contacts and co-ordinates with and advises FRO counterparts and auditors in resolving major financial issues crossing functional areas.

3. Co-ordinates with Client Services managers and Legal Counsel to respond to requests for reimbursement from clients and/or client representatives. Authorizes the settlement of requests to pre-approved limits to ensure clients receive funds in a timely manner and that support is properly enforced.

4. Manages and monitors the external bank account balances (e.g. maintaining clients' accounts, ensuring correct case payment allocations). Provides direction and expertise related to complex accounts and control issues associated with the bank account, including assignment and social assistance cases. Co-ordinates the development of analytical reports, identifying systemic process and policy issues and recommending corrective strategies to senior management, identifying possible legal and financial liability issues for the program.

5. Develops and analyses financial data and reports, identifying and evaluating performance variance strategies and providing advice in developing strategies and risk management options through discussion with FRO managers, to deal with adjustments and other program pressures. Develops recommendations for senior management to present to program management to support management decision-making.

6. Manages projects for the development and implementation of financial management policies, standards and procedures (e.g. receipts and payment controls) ensuring that they meet accepted OPS guidelines and procedures and generally accepted accounting and audit standards. Co-ordinates the development of recommendations for presentation to senior management, including impact on program businesses and strategies assessments of integration of policies and procedures with other division, ministry and central agency initiatives and systems.

7. Develops, recommends and facilitates the improvement of program financial and business processes and systems and the delivery of new change management strategies directed at maximizing financial product and service delivery. Develops and constructs trend analysis of key performance indicators in order to identify financial control improvements for possible application to program requirements. Co-ordinates implementation of FRO systems change requirements.

8. Establishes consultation networks and business relationships with officials in partner ministries, other jurisdictions and stakeholders (e.g. federal government, MAG, Finance, municipal social assistance agencies, financial institutions, insurance industry, Ontario Lottery Corporation, collection agencies) to facilitate the achievement of customer service goals and objectives and lead discussions and negotiations regarding complex cost sharing arrangements, data sharing opportunities and processes. Negotiates consensus to satisfy requirements of several divergent interest, ensuring program and ministry position is not compromised.

9. Develops complex RFP's for the external banking services contract with the private sector including developing and recommending contract specifications and performance measures. Participates in negotiations with the private sector, including consulting with Legal counsel to identify and recommend resolution of any legal liability issues. Provides ongoing contract management, identifying variances from performance criteria and recommending corrective action to senior management.

10. Co-ordinates customer service initiatives with those of other office functions (e.g Legal, Operations, Program Planning and Support), working co-operatively to establish integrated, efficient and effective customer service and program delivery systems, process and communications channels. Identifies financial staff training needs to ensure the availability of technical resources and also recommends related training to Client Services staff and management.

11. Manages a large unit of staff involving developing operational plans and work schedules, establishing resource requirements, developing performance management standards and conducting evaluations, resolving complex technical issues, recruiting and hiring staff, disciplining staff and recommending release, dealing with labour relations issues including responding to Stage grievances.

12. Acts for the Chief Accountant during absences and represents the branch on internal and external committees and task forces regarding the review and development of financial policies and processes impacting on own and other areas and ministries. Provides strategic advice and recommendations to the Chief Accountant and other senior management to support executive decision-making and position the program to meet changing government and ministry directions.

Knowledge :

Work requires an extensive and thorough knowledge of the principles and practices of financial accounting and analysis and financial systems and controls, including computerized information technologies, to manage the program's external bank account, co-ordinate all internal financial processing, develop accounting systems, policies and methods. Thorough knowledge of relevant legislation (e.g. Family Responsibility and Support Arrears Enforcement Act and Regulations, Family Law Act, Federal Child Support Guidelines, WSIB legislation) and ministry and government programs, legislative mandates, policies and processes to assess program delivery needs and ensure that financial policies and procedures meet accepted OPS and generally accepted accounting standards and develop strategies and options to deal with in-year adjustment and other identified program issues. Sound knowledge of business planning processes and practices to conduct trends analysis and identify business and change management strategies to maximize financial and business product and service delivery and facilitate achievement of customer service objectives. Excellent analytical, business, entrepreneurial and conceptual skills to anticipate and resolve complex problems crossing functional areas, develop and recommend business improvement strategies and identify and manage risk plans and priorities and provide advice on complex problem resolution. Excellent consultation, negotiation and interpersonal skills to work effectively with senior management, represent FRO to clients/representatives, and negotiate complex cost sharing/payment arrangements with external stakeholders (e.g. auditors, courts, WSIB, ODSP, municipal social assistance agencies) and deal with banking service providers and income sources. Excellent communication and presentations skills to provide strategic advice to senior program and division management present/defend policy reports and recommendations and maintain effective working relationships with ministry and Ontario Financial Authority and bank officials. Strong computer skills with a knowledge of office software applications.

Judgement :

Work is performed under the general direction of the Chief Accountant with considerable discretion to make decisions within government and ministry accounting, financial management and business planning policies, procedures and practices. Access is available to the Chief Accountant and other senior management for advice on unprecedented policy and program issues. Judgement is required in managing a large volume financial processing operation, ensuring integrity of data and soundness of financial recommendations for senior management decision-making in a high profile and politically sensitive program. Judgement is required in identifying system and process issues and recommending corrective strategies to address and balance legal and financial liability issues for the program and client financial hardship/inequity issues. Judgement is required in identifying and evaluating performance variance strategies and recommending options to deal with program pressures to senior management. Judgement is required in developing financial accounting policies, procedures and standards, identifying impacts on program businesses and strategic assessments of integration with other division, ministry and central agency initiatives. Judgement is required in recommending improvements to program financial and business processes and the delivery of change management strategies to optimize product and service delivery (e.g. electronic remittance and disbursement initiatives) Judgement is required in consulting with other ministries, governments and jurisdictions to lead discussions and negotiations regarding complex cost/data sharing arrangements, gaining consensus for ministry proposals among a number of divergent interests. Judgement is required in managing staff and ensuring effective allocation of resources to support achievement of program objectives. Judgement is also required in co-ordinating and resolving a range of complex issues with partners and stakeholders internal and external to the ministry.

Accountability - Programs :

Accountability for the financial management of the program's large external bank account and effective processing of a large volume of financial processing transactions to meet OPS and ministry financial policies, procedures and guidelines. Also accountable for the development of financial and accounting policies, procedures and standards, the delivery of change management strategies and the management of external banking service contracts.

Accountability – Personnel :

Directly manages unit administrative and financial staff including hiring, termination, training, performance management, discipline, recommending merit increases, granting time off and resolving labour relations issues. Manages additional contract staff required for specific workload assignments.

Accountability - Finance and Materials :

Manages the unit budget and expenditure approvals within delegated limits. Accountable for financial control, reconciliation and processing of the program's large external bank account, makes recommendations for system efficiencies and negotiates external banking contracts and special payment/cost sharing arrangements.

Accountability - Impact of Errors :

The impact of decisions is such inappropriate financial system and controls could result in failure to safeguard, control and reconcile the bank account and result in system inefficiencies and considerable loss of monies entrusted to the program. Failure to develop effective policies and procedures, inadequate business process and change management recommendations and incorrect advice and strategic business options provided to program management could result in ineffectiveness of program operations, financial loss, loss of credibility for the program embarrassment for the ministry and negatively impact achievement of program objectives.

Contact - Internal :

Frequent contact with line management across the division to provide advice and direction on financial issues, resolve problems, discuss business and political implications of new initiatives and recommend policy, business and systems improvements. Regular contact with senior staff and management within the ministry, other ministries and central agencies to co-ordinate joint issues, negotiate cost sharing arrangements and issues resolution and provide advice on the interpretation and application of financial policies and initiatives.

Contact - External :

Regular contact with officials and counterparts of external agencies, governments, jurisdictions and the private sector (e.g. financial institutions, collection agencies, municipalities) to discuss and negotiate joint initiatives, exchange information, resolve complex payment issues and evaluate trends and developments in financial processing and information systems.