Position Description

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1 Position Description Position title Financial Controller Name Responsible to Responsibility for staff Date 23 May 2011 Group Manager Corporate Services Accountants (Strategic, Management, Assets, Systems and Financial), Financial Services Team Leader & Accounts Officers, ( Accounts Payable (2) and Accounts Receivable) and Accounts Assistant Position context Bay of Plenty Regional Council intends to deliver the outcomes its community wants. Strong leadership qualities and balanced functional groups will ensure this occurs. Overlaying the functional groups will be a strong programme and project management approach and there will be a strong emphasis on ensuring that the processes and systems within the organisation support this structure. This position will form part of Bay of Plenty s Regional Council s management structure. Bay of Plenty Regional Council managers are expected to provide a focus on the effective management of people and teams and the delivery of results. Bay of Plenty Regional Council managers are responsible for the implementation of activities from the Ten Year Plan. Position purpose To ensure the provision of sound strategic financial management advice to the Chief Executive, Executive Leadership Team and Council on optimal investment performance, revenue management and compliance with legislative requirements and business continuity. To create, coordinate and evaluate appropriate resources, services and systems to ensure a high standard of corporate budgeting, financing, accounting and reporting which enables Council to set realistic funding for its activities. To establish and where necessary ensure the review of suitable financial and non-financial performance indicators and monitor and report performance against objectives. The position requires high level analysis and interpretation of financial information in conjunction with Council strategic priorities. Oversight of treasury function and relations with key financial parties and external advisors.

2 Financial Controller 2 To effectively lead the Finance Team. Functional relationships (relating to others) External Consultants and contractors Government agencies Other local authorities Senior staff of other organisations/ authorities Auditors Ratepayers, landowners and members of the public Professional groups Port of Tauranga Quayside Holdings Ltd Bay of Plenty Shared Services Ltd Internal Group Manager, Corporate Services Staff at all levels Section Managers Supervisors Group Managers Chief Executive Councillors Key result areas This managerial position encompasses the following major functions or key result areas: Strategic financial management Planning and reporting Rating Account processing and reporting People management Relationship management Operational management Project management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities 1 Strategic financial management Develop, implement and review a Financial Management Strategy directed at optimising investment within agreed levels of risk. Ensure complete research and preparation is completed for short and long term strategic financial and business plans. Provide appropriate strategic financial advice to the Executive and Council in a timely manner. Oversee the provision of appropriate advice to assist with the management of corporate plant and property. Development and review of Council s Treasury and Investment Policies. Key accountability measures An effective strategy is developed and implemented in a timely manner. Executive and Council are well briefed prior to and during implementation of the strategy. The strategy is reviewed annually with relevant and timely recommendations provided to Executive and Council. Actions taken result in increased wealth and value to Bay of Plenty Regional Council. Relevant and timely advice is provided to support the effective use of Council plant and property assets.

3 Financial Controller 3 Key accountabilities Provide appropriate financial management support to Quayside Holdings Ltd and Bay of Plenty Shared Services Ltd. 2 Planning & Reporting Confirm Annual Reporting timetable with Executive. Jointly (with Group Manager, Corporate Services) review Council s revenue and financing policies to ensure that economic instruments available to the Council are contributing towards achieving community outcomes and delivery of the LTP. Collate and take responsibility for the financial content of Annual Report. Oversee preparation of final annual report. Provide leadership and relevant input into planning and reporting documentation as required. Provide work paper and supporting accounts and schedules for audit/review. Financial input into the LTP process. Coordinate the collation of budgetary information for inclusion in the Council s Annual Plan. Oversee the provision of relevant, accurate and timely budget and service performance reports in line with the needs of Executive and Council. Ensure strong internal control and accounting systems are maintained. 3 Rating Provide adequate resources and leadership to ensure a high level of accuracy and timeliness for the rating process. Ensure outstanding debts are efficiently and promptly managed. 4 Account Processing and Reporting Provide adequate resources and leadership to ensure Councils accounting and reporting processes are undertaken in a timely and efficient manner. Oversee the provision of relevant, accurate and timely budget and service performance reports in line with the needs of Executive and Council. Key accountability measures Effective leadership to relevant planning and reporting programmes is provided. LTP, Annual Plan and Annual Report financials are prepared accurately, by agreed deadline. Annual Report receives and unqualified audit report. Planning and reporting is relevant, accurate and provided in a timely manner. Financial practices of the Council meet the standards and procedures laid down bya the NZICA, Relevant Legislation and the requirements of the Office of the Auditor General and Audit New Zealand. There is a high level of customer (internal and external) satisfaction with the service provided by the Finance Team. Internal control and accounting systems are well maintained. All rates and charges are correctly levied and collected in accordance with Council policies. No audit issues arise. Processing and reporting is relevant, accurate and provided in a timely manner.

4 Financial Controller 4 5 People management Plan for the best use of resources to help the Finance team achieve its targets. Developing and enhancing the skills and performance of individuals and the team. 6 Relationship management Build relationships and maintain contact with other local government organisations, suppliers, consultants and contractors. Act as a representative for Council at appropriate local government conferences and seminars, and other events held within the region. 7 Operational management The overall management of the finance section. Manage, develop and implement systems across the various accounting functions. Prepare and present the financial component of the Ten Year Plan, Annual Plan and Annual Report and rating function. Prepare regular financial reports and advice to the Executive Leadership Team, Chief Executive and Council. Undertake any other relevant duties as directed by the Group Manager Corporate Services. 8 Project management As project leader, provide leadership and direction to the project. Ensure contributors know what they are required to do and by when. As project leader, prepare and oversee relevant project budgets. Monitor external contacts, ensuring satisfactory performance. The Finance Team is deemed by staff and customers to be fully effective. The performance and wellbeing of reporting staff is monitored regularly, with difficulties identified and remedial actions agreed to. Staff training and development programmes are agreed to and completed. Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Professional image is conveyed in public forums. The overall management and supervision of the Finance Section is conducted efficiently and effectively. Council s accounting services comply with internal policy and fulfil legislative requirements. Advice, development and implementation are based on sound research and analysis, and are provided in a timely and professional manner. Project contributors understand the objectives. The project is effectively managed; work is completed on time and within budget. Project appropriately funded and managed. Contract outputs successfully achieved.

5 Financial Controller 5 9 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act Meet the statutory responsibilities detailed in the Information Management Policy & Procedures standard. Meet Bay of Plenty Regional Council s statutory responsibilities for civil defence and emergency management. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, such as stress management training and health monitoring. Council records are created and maintained in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council s responsibilities for civil defence and emergency management. Delegations This position has financial delegation as outlined in the Council s Delegation Manual. Work complexity Most challenging duties typically undertaken Ensure sound financial advice is provided and supported by correct financial information. Maintain an extensive level of accounting and financial systems knowledge to ensure continual development and improvement of accounting and reporting systems. Monitor performance and provide leadership and support to reporting staff. Person specification Qualifications and experience Essential A relevant tertiary qualification at Bachelor level and Chartered Accountant accreditation. Membership with the New Zealand Institute of Chartered Accountants (NZICA). At least eight years experience (post-degree) including significant business and local government experience. Experience with preparation of externally published audited financial reports. Well developed managerial and leadership skills. A driver s licence. Desirable Management training. Significant local authority experience and an extensive understanding of financial issues confronting local authorities.

6 Financial Controller 6 Key skills/attributes/position specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Working knowledge Working within the political environment of local government. Planning and organisational skills. People management skills. Relationship management and interpersonal skills. Persuasion and influencing skills. Extensive professional and technical knowledge of accounting practices, processes, legislation and disciplines including financial planning analysis, financial and treasury management, indirect taxation, auditing and accounting information systems. Extensive knowledge of statutory requirements, taxation and financial reporting trends. Ability to apply knowledge to enhance current systems, quality and results. Ability to manage large volumes of finance function work within tight deadlines. Customer service requirements and practices. Well developed staff management ability and ability to manage resources and demands at a senior level. A project and time management approach. Highly developed negotiation skills. Financial and budget preparation methodologies and systems. Administration and clerical procedures. Safe work practices. Competent in Microsoft Office packages and financial systems. Awareness Community, cultural and political awareness. Key Skills/Personal attributes A professional and mature approach. Judgement and initiative. Ability to promote harmony in a team. Leadership capabilities. Conceptual skills. Ability to cope with change. Well developed verbal and written skills. Logical and lateral thinker. Ability to work well in a team or independently. Problem solving skills. Other requirements Occasionally required to work outside normal hours.

7 Financial Controller 7 Change to position description From time to time it may be necessary to consider changes in the position description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this position with due consultation and agreement between parties to the job description. This Position Description may be reviewed as part of the preparation for performance planning for the annual performance cycle. Approved: Group Manager Date Manager/Supervisor Date Employee Date

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