Finance and Accounting Control, Record Keeping and Reporting Services

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Garey Harvey
8 years ago
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1 Position Title: Finance Officer Job Description Department: Reports To: Finance Financial Analyst Purpose The Finance Officer is responsible for the maintenance of finance and accounting transactions and controls for the department. This position also coordinates and assists with the design, data management, administration and co-ordination of the asset management software application. Responsibilities Finance and Accounting Control, Record Keeping and Reporting Services Processes finance and accounting transactions for department. Maintains control of finance and accounting systems. Ensures that finance and accounting procedures are translated consistently and in line with corporate and statutory requirements. Develops and implements internal procedures for using computerized and manual finance and accounting systems effectively. Simplifies, where possible complex accounting and finance records that serve departments and cost centres without compromising accountability. Provides information, guidance and advice to other employees on the application of finance, accounting and related requirements to their personal job needs. Provides procedural training to others in the use of finance and accounting practices. Gathers financial information that is required by managers and the Director of Finance for preparing and presenting financial activity and accountability reports for Council, the province and the public. Cooperates with the County Auditor in the conduct of annual audits and preparation of financial returns and other related documents as required. Provides information for public accountability material that has been directed by the Province. Revised: January, 2014 Page 1

Responsibilities Finance and Accounting Control, Record Keeping and Reporting Services Processes finance and accounting transactions for department.

2 Serves on internal committees that strive to standardize financial and accounting systems and procedures and to make appropriate use of computer technology in municipal finance and accounting. Departmental Specific - Maintains Accounting Systems and Procedures for Department Supports the budget setting and management processes, including operating, capital and related forecasts with timely financial information of the performance of departmental services and programs. Prepares and processes department s accounts payable transactions. Distributes payables to proper general ledger accounts, work orders, asset ids, and enters into the department s asset management software. Provides financial records and information for specialty projects that are assigned to the department, i.e. Infrastructure grants. Prepares and processes by-weekly expense accounts. Develops and maintains computerized work management and financial reports that support the operations. Manages financial procedures and transactions that involve Transportation Services, including month end and year end accounting routines and reporting, such as payroll burden and benefit allocations, payroll accruals, etc. Supports Winfuel and Inform software applications and acts as support desk for these applications. Asset Management Software Manages and maintains asset management software, including the testing of new releases and software patches. Required to serve as the Help Desk to respond to any service requests put forth by staff. If unable to resolve service issue, initiates support call with vendor to resolve/repair service issue. Analyzes software problems that are complex which may contain variable problems. Requires critical thinking and judgment to identify solutions that are often difficult to find. Solutions sometimes require interpretation, evaluation and adaption of procedures, processes and policies. Investigation and innovative thinking are required to develop new methods and procedures. Ensures threads of asset information are linked to all modules of asset management software including, service request, work management, cost (human resources, equipment and materials), procurement, asset management, budgeting, preventative maintenance and mobile. Required to pay careful attention to data flow in order to avoid and detect errors that would have a major impact on financial and productivity results. Revised: January 2014 Page 2

financial information of the performance of departmental services and programs. Prepares and processes department s accounts payable transactions.

3 Provides training and procedures for the collection of data entered into asset management software. Assists management and the Information Technology department by working collaboratively with software vendor in order to develop threads of data to be linked from asset management software, to financial software, asset software registry, geographic information system, etc. Develops and maintains custom reports, using SQL reporting services, to support the operations. General Departmental Accounting Services Assists in the calculation of data for preparing the departments operating and capital budgets. Reconciles asset management software financials to corporate financial software and other finance management systems. Assists the Financial Analyst in various aspects of the Asset Management Software and other finance and accounting support functions as required. Other Duties Maintains skills and knowledge at a high level by taking training and development through courses, seminars and selected reading. Responsible, as an employee, for good occupational health and safety practices. Performs other related duties that are assigned. Working Conditions Usual hours of work are based on a 35 hour week. Overtime may be required from time to time to meet the obligations of the position such as but not limited to month ends, software upgrades, interim and year end audit, capital and annual budget preparation. Work is subject to regular deadlines, constant interruptions and is carried out in a public office environment under minimal supervision. Some travel to other County sites or to attend training and/or conferences may be required from time to time. Deadlines are imposed by legislation, Ministry reporting requirements and County policies and procedures. Contacts Internal Working Relationships Establishes and maintains a high level of cooperation and working relationship with staff in the County, - managers, Senior Management Team, the Warden and Members Revised: January 2014 Page 3

financial software, asset software registry, geographic information system, etc. Develops and maintains custom reports, using SQL reporting services, to support the operations.

4 of Council. Provides direction to staff that utilize the asset management software and its various modules. Guidance, advice and training are all important aspects of the position s internal working relationships. Discretion is used when dealing with confidential and sensitive information. External Working Relationships Establishes and maintains a cooperative, professional relationship with asset management software vendor staff, with County Auditor and other municipal staff and associations. This position acts as primary contact for asset management software application with software vendor. This position represents the County when exchanging finance, accounting and related information with other municipalities, the province, suppliers, agencies and the public. Knowledge and Skill Training and education at the College of Applied Arts and Technology level in municipal finance, accounting, business or public administration, with special knowledge of computerized accounting systems. Two or more years experience managing asset management software. Good organizational skills, attention to detail and coordination skills; ability to work calmly under the stress of conflicting deadlines and assignments. Ability to work independently with minimal supervision, exercise good judgment and efficiently meet deadlines. Requires flexibility to changes in workload and priorities. Strong knowledge of finance and accounting transactions (posting, documenting, controlling and reporting) in area of specialty. Knowledge of the Public Sector Accounting Board Section 3150 as it relates to Tangible Capital Assets and the County of Grey s Tangible Capital Asset policies. Knowledge of municipal funding sources, such as Provincial and Federal funding, Development Charges, Federal Gas Tax and provincial/municipal statutes and regulations. Organization and communication skills with the ability to communicate financial, accounting and computer related information in ways that may be understood by all. Demonstrated analytical skills, care and accuracy and advanced working knowledge of computerized systems; proficiency in MS Office (Word, Outlook, Excel and PowerPoint), and Asset Management Software. Strong understanding of communications and customer service principles. Revised: January 2014 Page 4

External Working Relationships Establishes and maintains a cooperative, professional relationship with asset management software vendor staff, with County Auditor and other municipal staff and

5 Comfortable providing technology training in large and small groups. Impact of Error Errors in processing finance and accounting transactions would disrupt finance and accounting systems that cover the whole corporation. Most transactional errors could be traced and corrected after considerable delay and duplication of efforts by incumbent and others. Inaccurate financial and statistical information linkages to other software modules will result in incorrect information, adversely affecting staff and/or Council decisions. Information sharing errors could adversely affect decisions on budgeting, cash flow, interest revenue, borrowing costs and general management of financial resources that would cover an entire budget cycle. Errors could impact lifecycle costing and budgeting decisions. Managers rely upon financial and statistical information for decision making purposes, Committee reports, Ministry claims and in the preparation of budgets. Revised: January 2014 Page 5

Most transactional errors could be traced and corrected after considerable delay and duplication of efforts by incumbent and others.

Job Description. Director of Finance

Job Description. Director of Finance Job Description 5/30/2005 Page 1 PURPOSE OF THE POSITION (The main reason for the position, in what context and what is the overall end result) The is responsible for planning, directing and controlling