Position No. Job Title Supervisor s Position Financial Code. Manager, Financial Services ( ) Department Division/Region Community Location

Transcription

1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Financial Code ECAP Coordinator (Energy Cap Utilities Management Software) Manager, Financial Services ( ) ???? Department Division/Region Community Location Nunavut Housing Corporation Iqaluit 1553, 2 nd Floor 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. The ECAP Coordinator Officer is responsible for providing financial reviews and objective analyses, support and advice while monitoring compliance with the Corporation s mandate and Business Plan. The position reports to the Manager, Financial Services and works closely with the Senior Financial Analyst. The position is accountable for monitoring, analysing, and producing analytical findings which will be used to ensure compliance and will also provide supporting information and analysis identifying operational issues and provides information required for financial oversight of costs associated with housing units (maintenance, utilities, etc.). Financial analysis findings and recommended changes can create an impact on the NHC policies currently in place. The ECAP Coordinator is responsible for two review phases in the ECAP (utility) processing. The first is the review of the monthly billing, which catches significant billing errors and reduces costs incurred by NHC. The second is the charge backs / rejects review once the file is uploaded. This results in the identification of over billing errors of significant value and cost savings. ECAP Coordinator will provide the necessary support to monitor and measure the impact of any such cost-savings initiatives. NHC will be able to analyze the data and identify operational issues that are resulting in higher utility costs; leading to further savings. The ECAP Coordinator provides financial support to the Finance team and prompt client services as required. Page 1

2 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? The ECAP Coordinator Officer will assist the Senior Financial Analyst to liaise with the NHC staff identifying areas of concern regarding specific housing units in all our 25 communities. This work will lead directly to cost and maintenance savings for the corporation and more efficient use of public funds. This is done by analyzing condition ratings, analyzing ECAP information, and can lead to strategies affecting accounts payable and budget requests at the corporate level as well as the NHC Board initiatives. The total budget impacted is $85 million operations of both public and staff. The duties of this position have a financial impact on all of the NHC s Divisions and Districts, Government of Nunavut, Federal Departments, contracts and individual clients. The ECAP Coordinator Officer must ensure all accounting and financial work undertaken is performed under the guidance of generally accepted accounting principles, the FAA, NEU Collective Agreement and other applicable legislations. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. Managing all utility related accounts (Energy CAP Utility monitoring software). Activities: Manage the ECAP (utility tracking) Software and review the utility payment processing. This will involve dealing directly with all utility providers (QEC, PPD, Hamlets, CGS and private organizations). (Note: Utilities account for over $85 million of NHCs public housing budget and involves over 15,000 separate accounts billed monthly); The position will review the e-file billings from 25 Hamlets for water, three fuel suppliers, one power supplier as well as CGS. Information must reconcile in order for GN Finance to be able to prepare consolidated reporting and meet its statutory reporting deadlines; Ensure ECAP files are compliant with required format for the ECAP utility monitoring system; Coordinate with all three districts in regards to staff housing utilities not currently tracked through ECAP; Assist in the conversion of electronic files to usable data for bill conversion (working closely with the Senior Finance Officer that oversees clerical staff that process the transactions); Reviews communications with all vendors with reporting issues and payment issues; Oversee the analysis and review system rejects and performs all required follow up and communication with Vendor; Oversee the updating of ECAP as required for any new accounts due to public housing expansion or deletions; Coordinate and oversee the bill back to suppliers for any billing errors and corresponding updates in ECAP; Convert all data using ECAP formatters to importable ECAP data and import all data; Evaluate and review O & M variances in relation to utilities for compliance with standard, ensuring accuracy and quality of variance reports and coordinate with District offices to address any maintenance related issues; Prepare reports for the Manager, Financial Services & Senior Financial Analyst on utility usage as Page 2

3 required; Analyze utility usage in support of districts and LHOs to identify high use or misuse of utilities by tenants and coordinate with District staff to address issues and provide input to policy and procedure changes. Other related duties as required: Providing administrative support to the Corporate Services Finance Division in areas of accounts payable/receivable, data entry, filing and assisting the Manager, Financial Services, Senior Finance Analyst and Senior Finance Officers; Preparing Journal Documents to record payroll in Free Balance; Conducting investigation work with regards to vendor accounts; Initiating archiving of financial information in accordance with the Record Management Policy & the Archives Act; Preparing documents for relocation to the Records Management division of Community and Government Services (CGS) upon request; and Fulfilling requests for purchase orders as required. 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviors and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Working knowledge of computer software including Microsoft Word, Microsoft Excel, MS Outlook and Accounting Software (i.e. FreeBalance) and database software (i.e. Energy CAP). Knowledge of Generally Accepted Accounting Principles. The skills to communicate effectively in English both orally and in writing. Time management skills. Strong Interpersonal skills, including the ability to communicate with professionalism, in person and in writing, with both staff and clients. Conflict resolution and negotiating skills. Familiarity of the Financial Administrative Manual would be considered an asset. Familiarity of account payable practices, accounting principles and internal control would be considered an asset. Knowledge and skills to understand and operate a computerized financial accounting system (Freebalance experience preferred) would be considered an asset. The ability to work in a team. The ability to produce spread sheets that represent the proper manipulation of raw data to produce reports. The ability to demonstrate critical thinking and problem solving, in conducting investigations. The ability to work in a cross-cultured environment with cultural sensitivity. This level of knowledge is normal acquired through the completion of High School with additional training in the areas of Finance, Accounting, Bookkeeping, Information Technology, and/or Records Management and a minimum of two years relevant work experience. 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Page 3

4 Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Most of the incumbent s time is spent in a sitting position with frequent opportunity to move about. Daily use of computers and other office equipment may cause eye strain and other physical discomforts. Review of various documents with a fair amount of attention to details is required. There is some standing and lifting or carrying of light material. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The environment is generally controlled and comfortable with very remote possibility of accident or ill health. Works daily within a politically sensitive environment. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. The incumbent requires normal use of senses (seeing and hearing) in order to perform the day-to-day activities of the position. Extensive use of computers requires focused concentration. Long hours of computer use can cause physical fatigue. Dealing with telephone inquiries on a daily basis especially from contractors or suppliers requires the incumbent to be very attentive. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. The mental pressure becomes pronounced on occasions to meet weekly, monthly and year end deadlines and manage heavier workloads. Tact and diplomacy is required in dealing with contractors and outstanding invoices. Page 4

5 7. CERTIFICATION Employee Signature Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. President & CEO Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. Page 5