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Horizon School Division
Creating a better world, one student at a time.
AP 476.2 - Role of the Manager of Finance Services

The Manager of Finance Services reports directly to the Superintendent of Finance Services.

The Manager of Finance Services is assigned the following specific areas of responsibility and service:

1. Fiscal Responsibility

Role Expectations:

RE 1.1 Ensures the fiscal management of the Division is in accordance with the terms or conditions of any funding received by the Board.

RE 1.2 Ensures the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures.

RE 1.3 Provides advice and support to the Superintendent of Finance Services in areas of assigned responsibilities including but not restricted to budget development and monitoring, financial risk management, internal controls, payment of non-employment contracts.

RE 1.4 Ensures expenses are recorded in the financial information system in compliance with the Ministry of Education requirements.

RE 1.5 Under the direction of the Superintendent of Finance Services, provides support in the development of the annual operating and capital budget.

RE 1.6 Monitors the area of financial services and makes recommendations to the Superintendent of Finance Services regarding continuous improvements in effectiveness and efficiency.

RE 1.7 Assists in the implementation of upgrades and enhancements to the financial information system within areas of assigned responsibility.

RE 1.8 Provides supervision of Finance Clerks to ensure accounts payable and accounts receivable are processed in a timely and accurate manner.

Quality Indicators relative to fiscal responsibility:

QI 1.1 Ensures Ministry accepted accounting practices are being followed.

QI 1.2 Ensures that adequate internal controls exist and are being followed.

QI 1.3 Ensures that all non-employment contracts are executed appropriately with commitments met and ensures rights provided are adequately received.

QI 1.4 Monitors expenditures of school based funds and reports to the Superintendent of Finance Services any areas of concern.

QI 1.5 Informs the Superintendent of Finance Services about incurred and potential liabilities including insurance matters.

QI 1.6 Provides support to the Superintendent of Finance Services in the preparation of quarterly fiscal accountability reports in a format approved by the Director.

QI 1.7 Supports the Superintendent of Finance Services in remediating deficiencies identified in the Audit Report and Management Letter in a timely fashion.

Q1 1.8 Ensures compliance with legislated mandates including but not restricted to: GST return, Charity return, T4A Information Return, Quarterly Survey for School Authorities, Education & Health Tax Return, Excise Fuel Tax Rebate.

2. Board Policy and Administrative Procedures

Role Expectations:

RE 2.1 Make recommendations within areas of assigned responsibility, to the Superintendent of Finance Services, to ensure relevant Administrative Procedures are kept current and are in compliance as they relate to the Director’s responsibilities as outlined in Board Policy.

Quality Indicators relative to Board Policy and Administrative Procedures:

QI 2.1 Ensures recommendations of required revisions are made to the Superintendent of Finance Service in a timely manner with due regard for legislation, contracts and Board Policy within areas of responsibility.

QI 2.2 Ensures compliance with Administrative Procedures as required in the performance of duties.

3. Manager of Finance Services/Superintendent of Finance Services Relations

Role Expectations:

RE 3.1 Establishes and maintains positive professional working relations with the Superintendent of Finance Services.

RE 3.2 Honours and facilitates the implementation of the Superintendent of Finance Services roles and responsibilities as defined in Administrative Procedure 476.

RE 3.3 Provides the information which the Superintendent of Finance Services requires to perform their role.

Quality Indicators relative to Manager of Finance Services/Superintendent of Finance Services relations:

QI 3.1 Ensures the Superintendent of Finance Services is informed about Division operations within areas of responsibility.

QI 3.2 Interacts with the Superintendent of Finance Services in an open, honest, pro-active and professional manner.

QI 3.3 Implements the Superintendent of Finance Services directions with integrity and in a timely fashion, in order for the Superintendent of Finance Services to perform their duties in an exemplary fashion.

4. Organizational Management

Role Expectations:

RE 4.1 Ensures divisional compliance with all legislative, Ministry of Education and Board mandates (timelines and quality) within areas of responsibility.

Quality Indicators relative to organizational management:

QI 4.1 Recommends and implements effective internal auditing processes.

QI 4.2 Provides exemplary supervisory oversight to finance clerks.

QI 4.3 Provides support to staff re: financial management matters upon request.

5. Communications and Community Relations

Role Expectations:

RE 5.1 Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.

Quality Indicators relative to communications and community relations:

QI 5.1 Represents the Division in a positive, professional manner.

QI 5.2 Manages conflict effectively.

6. Leadership Practices

Role Expectations:

RE 6.1 Practices leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out assigned duties.

RE 6.2 Develop performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.

RE 6.3 Consistently act in accordance with the division cultural values.

Quality Indicators relative to leadership practices:

QI 6.1 Provides clear directions.

QI 6.2 Provides effective service and leadership within areas of responsibility.

QI 6.3 Establishes and maintains positive, professional working relationships with staff.

QI 6.4 Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.

QI 6.5 Builds trust in the Manager of Finance Services.

QI 6.6 Solves problems effectively.

QI 6.7 Continues to review and improve practice based on performance data.

Note: Direct reports, a representative sample of principals and senior staff will be interviewed.
Interviews will be conducted using the questions outlined below. The interviews will be individual phone interviews with verbatim comments and a summary report provided to the Director, Deputy Director of Corporate Services, Superintendent of Finance Services and the Manager of Finance Services.

LEADERSHIP PRACTICES INTERVIEW GUIDE

Perceptions of direct reports, a representative sample of principals and senior staff:

1. What evidence can you cite to support or refute the following:

a. the Manager of Finance Services provides clear directions?
b. the Manager of Finance Services provides effective leadership?
c. the Manager of Finance Services establishes and maintains positive, professional working relationships with staff?
d. the Manager of Finance Services unites people toward achieving the Board’s goals?
e. the Manager of Finance Services demonstrates a high commitment to the needs of students?
f. I trust the Manager of Finance Services.
g. the Manager of Finance Services empowers others?
h. the Manager of Finance Services effectively solves problems?

2. What does the Manager of Finance Services do, if anything that helps you do your job?

3. What does the Manager of Finance Services do, if anything, that makes doing your job more difficult?