Manager, Finance and Administration

A.JOB SUMMARY:

Reporting to the Director of Corporate Services, this position manages the daily operations and personnel of the Finance & Administration division. The operations include the functions of land and taxation, accounts receivable, accounts payable/payroll, customer service, records management and office administration. The Finance & Administration Manager also supports the Director of Corporate Services with regulatory and financial reporting.

B.DUTIES & RESPONSIBILITIES:

1. Land and taxation functions include, but are not limited to:
   • Assists with customer inquiries with respect to land applications for the purchase of land and the lease of land.
   • Assists with monthly and yearly land accounts reconciliation.
   • Ensures land headleases and licenses are renewed on a timely basis.
   • Ensures subleases are renewed on a timely basis.
   • Supports land negotiation processes and ensures Town land interests are protected in accordance with the Community Plan, land use plans, and other land planning documents.
   • Oversees the record management processes of land records including the transition to electronic formats.
   • Maintains land sales inventory including public promotion of lots available for sale.
   • Verifies property tax levy calculation for accuracy and completeness.
   • Assists with Board of Revision appeals to property assessments; and
   • Performs the duties of the Taxation and Lands Clerk in their absence.
2. Accounts receivable functions include, but are not limited to:
   • Reviews and verifies Account Receivable invoicing for accuracy.
   • Reviews and verifies utility billing for accuracy.
   • Assists with inquiries and Utility Bylaw interpretation.
   • Develops and executes collection procedures; and
   • Performs the duties of the Revenue Clerk in their absence.
3. Accounts payable and payroll functions include, but are not limited to:
   • Reviews, verifies and approves all accounts payable prior to payment of invoices.
   • Verifies payments for accuracy.
   • Reviews, verify and approve payroll on a biweekly basis.
   • Completes T4's, GST returns, and bank reconciliations.
   • Oversees the electronic payment process; and
   • Performs the duties of the Payroll / Payables Clerk in their absence.
4. Performs all functions related to licenses, permitting, contribution and service agreements and management of all Town of Hay River contracts. This includes, but is not limited to:
   • Reviews, verifies, and approves Lottery Licenses.
   • Ensures applications are within the requirements of the Lottery Licensing Bylaw.
   • Reviews, verifies, and approves Business Licenses.
   • Maintains a filing system and spreadsheets for various agreements as required.
   • Manages the administration of all Town of Hay River contracts to ensure compliance with all Town policies, bylaws, and relevant legislation.
   • Ensures service agreements and contracts are renewed in accordance with their terms and conditions and monitors compliance with contract terms and observance of the laws; and
   • Ensures applications are within the requirements for the Business Licensing Bylaw and Zoning and Building Bylaw.
5. Performs other various accounting and supervisory functions including but not limited to:
   • Reconciles accounts by completing audit worksheets and work closely with the Auditors to respond to questions during interim and final audit.
   • Recommends and maintains processes to ensure proper internal controls and integrity of financial data and assist the team in continuously improving and maintaining work processes, methods, and documentation.
   • Co-ordinates burials and submission of vital records.
   • Maintains the cemetery plot database.
   • Ensures compliance with legislated, contractual and Town of Hay River policies. As well as Public Sector Accounting Standards and procedures.
   • Manages the Town's insurances and registration.
   • Supports the recruitment of new employees and department orientation.
   • Provides coaching and other performance management as required.
   • Establishes work schedules and procedures for Finance & Administration staff; and
   • Performs the Customer Service Clerk's duties in their absence.
6. Assist Director of Corporate Services as required.

C.KNOWLEDGE and SKILLS:

The following knowledge and skills are required for an individual to be able to perform the duties of this position:

1. Education and Experience:
   • Post-secondary degree in Finance, Accounting, Business Administration or an equivalent in a related field; and
   • Five or more years of experience in Finance, Accounting, or related field.
   • 2 or more years of supervisory experience in a financial setting.
   • A CPA (Certified Professional Accountant) designation would be an asset.
2. Job Knowledge Requirements:
   • Knowledge of the Vadim software.
   • Knowledge of office administration and accepted accounting practices.
   • Knowledge of accounts payable and accounts receivable; and
   • Knowledge of the audit process
3. Technical Skills & Abilities:
   • Proficient in Microsoft Office Suite and Adobe Acrobat.
   • Supervisory skills; and
   • Problem solving/analytical skills.
4. Interpersonal Skills:
   • Strong communication skills.
   • Proficient leadership skills.
   • Good writing skills.
   • Ability to work under pressure; and
   • Ability to maintain confidentiality.

D.POSITIONS SUPERVISED:

The Finance & Administration Manager is responsible for exercising strategic leadership and authoritative oversight of the following positions:

• Taxation and Lands Clerk.
• Revenue Clerk.
• Customer Service Clerk.
• Payroll/Payable Clerk.
• Administrative Clerk; and
• Casual Employees

E.WORKING CONDITIONS:

Physical Demands:
The Finance and Administration Supervisor will have to spend time sitting and using office equipment and computers, which can cause muscle strain. They may also have to do some light lifting from time to time.

Environmental Conditions:
The Finance and Administration Supervisor may have to manage several projects at one time and may be interrupted frequently to meet the needs and requests of colleagues, residents, clients and contractors.

Sensory Demands:
The incumbent must spend time in intense concentration, and working on computers entering information which requires attention to detail and high levels of accuracy.

Mental Demands:
There are several deadlines associated with this position which may cause stress. The incumbent must also deal with a wide variety of people on diverse issues.

F. CONDITIONS OF EMPLOYMENT: