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Horizon School Division
Creating a better world, one student at a time.
476.3 Role of the Finance Officer

Responsibilities and Duties:

Without restricting the generality of the general description above, the Finance Services Officer shall perform such duties and responsibilities as may be assigned including but not restricted to the following:

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 public sector accounting standards, Ministry of Education guidance, and School Division Administrative Procedures.

RE 1.3  Provides advice and support to the Superintendent of Finance Services/CFO in areas of assigned responsibilities including but not restricted to financial risk management, payment of employees, payment of employee expense reimbursements, payment of vendor invoices, and administration of non-employment and employment contracts.

RE 1.4  Ensures revenues and expenses are accurately recorded in the financial information system in compliance with the Ministry of Education requirements and in alignment with the School Division's expenditure mapping structure.

RE 1.5  Under the direction of the Superintendent of Finance Services/CFO, provides support in the development and monitoring of the annual operating and capital budgets.

RE 1.6  Monitors the area of payroll services and accounting services and makes recommendations to the Superintendent of Finance Services/CFO 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.

Quality Indicators relative to fiscal responsibility:

QI 1.1  Ensures public sector accounting practices are being followed in accordance with Ministry of Education guidance.

QI 1.2  All collective agreements and employment contracts are being administered and interpreted so staff are being paid appropriately and appropriate deductions are being made.

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/CFO any areas of concern.

QI 1.5  Ensures adequate internal controls over employee, vendor, and school-generated fund processes exist and are being followed.

QI 1.6  Ensures compliance with legislated mandates including but not restricted to: Charity return, Quarterly Survey for School Authorities, Excise Tax Return.

QI 1.7  Ensures working papers for the year-end external audit are provided to the Superintendent of Finance Services/CFO as requested.

QI 1.8  Supports the Superintendent of Finance Services/CFO in remediating deficiencies identified in the Audit Report and Management Letter in a timely fashion.

QI 1.9  Informs the Superintendent of Finance Services/CFO about incurred and potential liabilities including insurance matters.

QI 1.10  Provides support in the development and administration of the operating and capital budgets in accordance with relevant administrative procedures and Board Policy.

QI 1.11  Ensures funds are administered to maximize value for money.

QI 1.12  Assists in the provision of quarterly fiscal accountability reports in a format approved by the Director.

QI 1.13  Monitors and reviews revenues and expenditures on an annual basis to ensure continuous improvement in terms of value for money in assigned areas of responsibility.

2.   Board Policy and Administrative Procedures

Role Expectations:

RE 2.1  Make recommendations within areas of assigned responsibility to the Superintendent of Finance Services/CFO 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/CFO 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.   Finance Services Officer and Superintendent of Finance Services/CFO Relations

Role Expectations:

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

RE 3.2  Honours and facilitates the implementation of the Superintendent of Finance Services/CFO roles and responsibilities as defined in Role Description.

RE 3.3  Provides the information which the Superintendent of Finance Services/CFO requires to perform his/her role.

Quality Indicators relative to Finance Services Officer and Superintendent of Finance Services/CFO relations:

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

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

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

4.   Organizational Management

Role Expectations:

RE 4.1  Ensures School Division 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 support to School Division staff regarding 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 he/she works most directly in carrying out assigned duties.

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

RE 6.3  Consistently acts in accordance with the Division cultural values.

Quality Indicators relative to leadership practices:

QI 6.1  Provides guidance and clear direction.

QI 6.2  Exhibits a high level of personal, professional, and organizational integrity.

QI 6.3  Continue to improve his/her effectiveness, expertise, and job-related skills by being will to engage in lifelong learning with respect to training, in-services, and course of study.

QI 6.4  Provides effective service and leadership within areas of responsibility.

QI 6.5  Establishes and maintains positive, professional working relationships with staff.

QI 6.6  Works collaboratively with other service departments to ensure the sharing of information as required in areas of responsibility.

QI 6.7  Prepares and communicates decisions with areas of responsibility.

QI 6.8  Models high ethical standards of conduct.

QI 6.9  Maintains strict confidentiality relative to School Division operations.

QI 6.10  Demonstrates punctuality and appropriate dress for a professional setting.

QI 6.11  Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.

QI 6.12  Demonstrates a high commitment to the needs of employees.

QI 6.13  Builds trust in the Finance Services Officer.

QI 6.14  Empowers others.

QI 6.15  Effectively solves problems.

QI 6.16  Continuously reviews and improves practice based on performance data.

QI 6.17  Maintaining current with required technology to effectively execute assigned duties.

Note: 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 of Education, Superintendent of Finance Services/CFO, and the Finance Services Officer.

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 Finance Services Officer provides clear directions?
b.  The Finance Services Officer provides effective leadership?
c.  The Finance Services Officer establishes and maintains positive, professional working relationships with staff?
d.  The Finance Services Officer unites people toward achieving the Board's goals?
e.  The Finance Services Officer demonstrates a high commitment to the needs of students?
f.  I trust the Finance Services Officer.
g.  The Finance Services Officer empowers others?
h.  The Finance Services Officer effectively solves problems?
2.  What does the Finance Services Officer do, if anything that helps you do your job?

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