Key Responsibilities
Administering Financial System, Budget, and Financial Statements (60%)
- Prepare and coordinate departmental budgets with department heads, including aiding with budget program and reporting requirements for department managers
- Compile budget
- Track budget changes from preliminary to final budget
- Providing monthly budget summary and financial reporting for Council’s approval as well as department/project reporting for Directors and Supervisors
- Work with Communications Coordinator and/or CAO to draft and complete the budget commentary for final approval and communication to the public
- Prepare accurate financial documentation for review by the Director of Corporate Services, the CAO, and the County auditors, in accordance with municipal accounting standards and practices, the Municipal Government Act (MGA), and other applicable legislation.
- Establish, maintain, and reconcile the General Ledger.
- Prepare and reconcile bank statements.
- Monitor cash reserves, investments, and debentures, as required
- Provide recommendations on financial and internal management controls, procedures, and policies
- Establish and maintain cash controls for the County
- Ensure departments are aware of the financial policies and procedures and all work is conducted in accordance with policy
- Manage the municipal audit process for both the interim and year end audits for the County
- Assist with or submit grant applications and/or financial reporting for specific Provincial/Federal Grant programs as per the requirements of the grants
- Prepare the audit binder, which includes all required information for the audit is completed annually
- Tangible Capital Assets
- In accordance with municipal accounting standards and practices, prepare, record, and monitor the depreciation and amortization on financial statements.
- Track and record fixed assets as per general acceptable accounting principles and Tangible Capital Assets Policy
Asset Management Planning (15%)
- In accordance with municipal accounting standards and practices, provide an accounting of the useful life of County assets.
- Record and track County assets and asset life spans remaining, including fleet, equipment, and facilities
- Collaborate with the Asset Management Team in discussions on the planning for asset replacement and/or rehabilitation of assets within the County, making recommendations based on financial and professional experience
- Coordinate asset management team workshops and regularly review processes, level of service, and risk exposure
- Manage and report on asset management as required.
- Prepare agenda and maintain records for Asset Management Meetings.
Leadership, Supervision and Human Resources (10%)
- Responsible for the hiring, supervision, and performance management of directly reporting staff including: Municipal Services Assistant AP/Cash Receipts, Municipal Services Assistant AR/Utilities, Payroll Technician.
- Experience with the development of a team to be successful, including the ability to guide/coach/mentor staff and provide direction and correction in a consistent, timely, and respectful manner.
- Ensuring that all decisions and actions are consistent with the policy frameworks, ensuring all staff are aware of the human resources and safety policies, programs, processes, and procedures, including timely communication, and ease of access and availability of the supporting documentation.
- Adhering to Health and Safety Legislation and the County of St. Paul safe work policies and procedures always, ensuring the protection and safety of self, co-workers, the public and environment.
- Provide leadership and direction to finance staff – setting objectives, prioritizing work, performance management and determining development needs
- Terminating employees, when necessary, within policy, with consultation of CAO and of external employment legal advice.
- Setting the annual / quarterly / monthly measures, goals and objectives for each of the direct reports and ensuring timely follow up and action plans.
- Preparing letters of offer, or reviewing letters prepared by others for all directly reporting staff.
- Preparing and keeping current job descriptions for all directly reporting staff, including addressing any questions or concerns on job evaluation or job level; working with the CAO or designated HR position to resolve.
- Providing coaching and mentoring to staff.
- Approving work schedules.
- Approving training requests within budget and policy.
- Delegating work to direct reports to fulfill the requirements of the organization.
- Workforce and staff planning for the department to fulfill the annual operating plans, as well as address future tactical and operating plans as indicated through the strategic planning process.
- Approving overtime for department, as required, within budget, and in accordance with legislation
Office Management and Other Duties (15%)
- Troubleshoot accounting system
- Maintain users and security profiles for accounting system
- Maintain Chart of Accounts and Project Costing numbers for maintenance and capital projects
- Providing back-up and support to accounts payable as required.
- Provide back-up and support to payroll services as required
- Other duties as required
The following may be assigned to this position and/or reassigned to other positions as the organizational need arises and/or where the qualifications of the employee exist:
As required, Fire Warden ensuring the building does not have an accumulation of combustible storage, including ensuring all people have evacuated the facility/building during an emergency.
The duties, responsibilities, and scope of this position may, from time to time, be amended, altered, or changed by the County of St. Paul No. 19 (the County) acting reasonably to meet the business, community, and/or regulatory needs of the organization.