AP 476 - Role of the Superintendent of Finance Services/CFO
The Superintendent of Finance Services reports directly to the Deputy Director of Corporate Services/Chief Financial Officer.
The Superintendent of Finance Services is assigned the following specific areas of responsibility:
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 Ensures insurance coverage is in place to adequately protect assets, indemnify liabilities and provide for reasonable management of insurable risk.
RE 1.4 Leads the operating and capital budget development process as defined in the relevant administrative procedures.
RE 1.5 Holds responsibility for administering all non-employment contracts and commitments of the Division.
RE 1.6 Monitors areas of finance services and other areas of assigned responsibility and makes recommendations to the Director of Education regarding continuous improvements for effectiveness and efficiency.
Quality Indicators relative to fiscal responsibility:
QI 1.1 Ministry accepted accounting practices are being followed.
QI 1.2 Adequate internal controls exist and are being followed.
QI 1.3 All collective agreements and employment contracts are being administered and interpreted so staff are being paid appropriately and appropriate deductions are being made.
QI 1.4 All non-employment contracts are executed appropriately with commitments met and rights provided are adequately received.
QI 1.5 School based funds are expended as per approved budgets.
QI 1.6 The Deputy Director of Corporate Services is informed annually about incurred and potential liabilities and informed immediately regarding pending litigation.
QI 1.7 The budget and priorities and outcomes are developed according to a timeline which ensures the Board's ability to provide direction and revise priorities.
QI 1.8 Oversees the development and administration of both the operating and capital budgets as well as the accumulated surplus plan as approved by the Board and as per relevant administrative procedures.
QI 1.9 Ensures funds are administered to maximize value for money.
QI 1.10 Ensures Division purchases are made in accordance with legislation, Board Policy and budget.
QI 1.11 Provides quarterly fiscal accountability reports in a format approved by the Director.
QI 1.12 Remediates deficiencies identified in the Audit Report and Management Letter in a timely fashion and prepares a follow-up report that indicates status of deficiencies and remediation efforts.
QI 1.13 Monitors and reviews 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 Deputy Director of Corporate Services, to ensure related 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 Recommendations of required revisions are made to the Deputy Director of Corporate Services/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. Superintendent of Finance Services/Deputy Director of Corporate Services Relations
Role Expectations:
RE 3.1 Establishes and maintains positive professional working relations with the Deputy Director of Corporate Services.
RE 3.2 Honours and facilitates the implementation of the Deputy Director of Corporate Services roles and responsibilities as defined in Administrative Procedure 472.
RE 3.3 Provides the information which the Director requires to perform his role.
Quality Indicators relative to Superintendent of Finance Services/Deputy Director of Corporate Services relations:
QI 3.1 Proposed submissions to Board agendas are made in a timely comprehensive manner and in accordance with the prescribed format. Such submissions shall contain balanced, sufficient, concise information and, where appropriate, clear recommendations. Such proposed submissions shall be made to the Deputy Director of Corporate Services as requested.
QI 3.2 The Superintendent of Finance Services keeps the Deputy Director of Corporate Services informed about Division operations within areas of responsibility.
QI 3.3 The Superintendent of Finance Services interacts with the Deputy Director of Corporate Services in an open, honest, pro-active and professional manner.
QI 3.4 The Superintendent of Finance Services implements CFO directions with integrity in a timely fashion, in order for the Deputy Director of Corporate Services to perform his duties in an exemplary fashion.
4. Strategic Planning
Role Expectations:
RE 4.1 Ensures that the budget development process is built in alignment with and supports the Strategic Plan.
Quality Indicators relative to strategic planning and reporting:
QI 4.1 Support the identification and report to Deputy Director of Corporate Services on the fiscal implications of the Strategic Plan.
QI 4.2 Monitor and report to the Deputy Director of Corporate Services/CFO on all fiscal matters related to the Strategic Plan.
5. Organizational Management
Role Expectations:
RE 5.1 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 5.1 Recommend and implement effective internal auditing processes.
QI 5.2 Exemplary supervisory oversight is provided for purchasing, finance and risk management.
6. Communications and Community Relations
Role Expectations:
RE 6.1 Takes appropriate actions to ensure positive external and internal communications are developed and maintained in accordance with Division strategy and expectations.
RE 6.2 Acts as, or designates, the Head of the Division for the purposes of the Local Authority Freedom of Information and Protection of Privacy (LAFOIP) Act.
Quality Indicators relative to communications and community relations:
QI 6.1 Represents the Division in a positive, professional manner.
QI 6.2 Manages conflict effectively.
QI 6.3 Ensures information regarding Board initiatives and priorities are disseminated to inform the electorate as required by the Director.
7. Leadership Practices
Role Expectations:
RE 7.1 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 7.2 Develop performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.
RE 7.3 Consistently acts in accordance with the Division cultural values.
Quality Indicators relative to leadership practices:
QI 7.1 Provides guidance and clear directions.
QI 7.2 Provides effective service and leadership within areas of responsibility.
QI 7.3 Prepares and communicates decisions within areas of responsibility.
QI 7.4 Establishes and maintains positive, professional working relationships with staff.
QI 7.5 Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.
QI 7.6 Demonstrates a high commitment to the needs of students.
QI 7.7 Builds trust in the Superintendent of Finance Services/CFO
QI 7.8 Effectively solves problems.
QI 7.9 Continuously reviews and improves practice, based on performance data.
QI 7.10 Demonstrates a high commitment to the needs of employees.
QI 7.11 Works collaboratively with other services to ensure the sharing of information as required within areas of responsibility.
QI 7.12 Exhibits a high level of personal, professional and organizational integrity.
QI 7.13 Models a commitment to personal and professional growth.
QI 7.14 Empowers others.
QI 7.15 Models high ethical standards of conduct.
QI 7.16 Maintaining confidentiality at all times.
QI 7.17 Demonstrating punctuality and appropriate dress for a professional setting.
QI 7.18 Maintaining current with required technology to effectively execute assigned duties.
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 and Superintendent of Finance.
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 Superintendent of Finance Services provides clear directions?
b. the Superintendent of Finance Services provides effective leadership?
c. the Superintendent of Finance Services establishes and maintains positive, professional working relationships with staff?
d. the Superintendent of Finance Services unites people toward achieving the Board’s goals?
e. the Superintendent of Finance Services demonstrates a high commitment to the needs of students?
f. I trust the Superintendent of Finance Services.
g. the Superintendent of Finance Services empowers others?
h. the Superintendent of Finance Services effectively solves problems?
2. What does the Superintendent of Finance Services do, if anything, that helps you do your job?
3. What does the Superintendent of Finance Services do, if anything, that makes doing your job more difficult?