Assistant Secretary-Treasurer

Position Title:

Assistant Secretary Treasurer

Affiliation:

Exempt

Supervisor:

Secretary Treasurer

Date of Revision:

April 8, 2021

Position Summary

The Assistant Secretary Treasurer is responsible for the day to day direction and supervision of the finance and payroll functions and acts as the District’s Senior Financial Officer (SFO). The Assistant Secretary Treasurer is also a key member of the District’s Leadership Team and assists the Executive, directors, managers, principals and supervisors in implementation and understanding of the District’s financial and accounting framework. This position is responsible for maintaining accurate up-to-date financial records as required by statute and in accordance with generally accepted accounting principles (GAAP) and Public Sector Accounting Board (PSAB) standards. Advises other staff on the policies and procedures in the financial and payroll areas. This position works directly with the District’s Executive team to monitor quarterly projections; budget allocations; and the control of expenditures throughout the year. The position also works directly with staff in the Ministry of Education and internal and external audit providers to ensure appropriate budget and expenditure controls, systems and procedures are in place and working effectively.

Duties and Responsibilities

Planning

Creates and implements the Finance Department’s Operations Plan in support of the District’s Strategic Plan

Makes recommendations to the Secretary-Treasurer to improve business processes, systems and procedures in the District

Keeps abreast of changing practices in GAAP, PSAB standards and electronic accounting systems

Contributes to the development and implementation of departmental operational plans from a financial perspective

Develops proposed capital project budgets in liaison with Ministry of Education and District staff for submission to Treasury Board for approval

Personnel

Supervises staff including assignment of work, development and evaluation of performance plans, approval of leave, response to grievances and initiation of discipline processes

Conducts ongoing communications with internal and external stakeholders to ensure an understanding of the District’s financial processes and resolution of related issues

Budget Development and Management

Plans, develops and coordinates all budgetary functions in accordance with government legislation and District policies, and standards

Develops and implements budgetary control systems and procedures for the District

Plans and coordinates the preparation of annual budget plans and short-term financial forecasts based on input from a variety of sources for Executive approval

Plans, develops, monitors, analyses and reports on all operating and capital project budgets, including spending recommendations for funding allocations

Prepares financial analyses of the organization’s financial performance; develops options and prepares reports and recommendations for Executive

Develops and monitors quarterly projections, budget allocations and the control of expenditures throughout the year

Provides clients with financial information to assist Executive and the Leadership Team to make informed, evidence-based decisions

Provides information and requests to central agencies including Ministry and Treasury Board submissions

Takes action to strengthen the linkage between financial and performance information to support decision-making at the senior levels

External Financial Reporting and Year End Audit

Ensures complete financial statements, liaises with auditors and performs other audit procedures as required

Ensures year end schedules and working papers are prepared accurately for review by the external auditors

Responsible for ensuring all accounts are accurately reconciled by reviewing, assessing and resolving any unusual balances on a monthly basis

Liaises with audit staff to ensure information is provided in an orderly fashion and rigid timelines are met

Exchanges information with external bodies on financial matters

Internal Audit

Manages the District Internal Audit function through the Board’s Audit Committee

Develops the annual and multi-year Internal Audit Plan for the Audit Committee’s review and consideration

Liaises with the internal audit service provider and District staff in the delivery of the Internal Audit Plan

Creates and manages the control framework to ensure audit recommendations are developed and implemented throughout the District

Accounting Policy and Procedures

Establishes the appropriate financial systems and methods of internal control to safeguard the District’s assets

Ensures that all revenue to which the Board is entitled is received and recognized

Ensures that all financial receipts and disbursements are recorded in accordance with GAAP and PSAB standards

Develops and delivers the treasurer/cashflow management function for the Board to ensure funds are managed for maximum returns and available for efficient operations

Manages cash flow, borrowing and reporting of capital projects

Ensures expenditures and receipts are coded correctly and consistently

Ensures balance sheet accounts are reconciled regularly

Ensures that financial reports are a fair and accurate representation of the District’s financial position

Liaises with the software provider and maintains finance department software modules

Interprets and administers acts and regulations and ensures compliance with Board and government policies, procedures and standards

Education and Experience

Professional Accounting Designation and in good standing

Minimum five years related experience in a senior financial role in the public sector; preferred experience within in the education sector

Minimum of three years’ experience in leading and supervising staff in a unionized environment

Extensive experience in budget development and financial analysis with in-depth knowledge of and experience applying the Generally Accepted Accounting Principles (GAAP) and Auditing Standards (GAAS)

Extensive experience in using a variety of accounting software and human resources information systems; knowledge in atrieveERP an asset

Strong familiarity in using Excel, Word, PowerPoint, Teams, Outlook, One-Drive and various internet-based applications

Competencies

Leadership: Models behavior that is consistent with the District’s values to empower, develop and support staff and teams to be their best selves and achieve goals along the way

Teamwork: Builds relationships with others to work co-operatively with diverse teams throughout the District to achieve common goals and better results

Listening and Responding Effectively: Actively listens to understand and respond effectively to thoughts, feelings and concerns of others from diverse backgrounds

Systems Thinking: Uses analytical techniques to break apart complex problems into specific/underlying issues; understands implication of decisions on others and reviews potential approaches and uses sound judgement and courage in decision-making

Organizational Awareness : Sees the big picture and understands formal and informal structures and the organizational culture to predict how others will respond to changing situations

Resource Management: Understands business functions within the District to effectively manage resources and projects; plans, monitors and adjusts accordingly to ensure optimal utilization of resources and accomplishment goals

Service Excellence : Consistently strives to exceed the expectations of the District’s customers which includes students, staff, parents and community members

• Positive and Solution Focused: Models a positive inquiry-based and collaborative approach to problem-solving and focuses on solutions to address challenges