AP 476.2 - Role of the Manager of Accounting Services
The Manager of Accounting Services reports directly to the Superintendent of Finance Services/CFO.
The Manager of Accounting Services is assigned the following specific areas of responsibility and service:
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 public sector accounting standards, Ministry of Education guidance, and School Division Administrative Procedures.
RE 1.3. Provides advice and support to the Superintendent of Finance Services/CFO in areas of assigned responsibilities including but not restricted to financial risk management, payment of employee expense reimbursements, payment of vendor invoices, and administration of non-employment contracts.
RE 1.4. Ensures expenses are accurately recorded in the financial information system in compliance with the Ministry of Education requirements and in alignment with the School Division's expenditure mapping structure.
RE 1.5. Under the direction of the Superintendent of Finance Services/CFO, provides support in the development and monitoring of the annual operating and capital budgets.
RE 1.6. Monitors the area of accounting services and makes recommendations to the Superintendent of Finance Services/CFO regarding continuous improvements in effectiveness and efficiency.
RE 1.7. Assists in the implementation of upgrades and enhancements to the financial information system within areas of assigned responsibility.
RE 1.8. Provides supervision of accounting clerks to ensure accounts payable and accounts receivable are processed in a timely and accurate manner.
Quality Indicators relative to fiscal responsibility:
QI 1.1. Ensures public sector accounting practices are being followed in accordance with Ministry of Education guidance.
QI 1.2. Ensures that all non-employment contracts are executed appropriately with commitments met and ensures rights provided are adequately received.
QI 1.3. Prepares invoices, monitors outstanding receivables balances, and prepares annual reconciliations for First Nation tuition revenue.
QI 1.4. Ensures adequate internal controls over vendor, Purchasing Card, and employee reimbursement processes exist and are being followed.
QI 1.5. Ensures compliance with contractual and legislated mandates including but not restricted to: PST Returns, Quarterly Survey for School Authorities, T4As
QI 1.6. Ensures operating bank accounts are reconciled monthly.
QI 1.7. Ensures working papers and system summaries for the interim and year-end external audit are provided to the Superintendent of Finance Services/CFO as requested.
QI 1.8. Supports the Superintendent of Finance Services/CFO in remediating deficiencies identified in the Audit Report and Management Letter in a timely fashion.
QI 1.9. Informs the Superintendent of Finance Services/CFO about incurred and potential liabilities including insurance matters.
QI 1.10. Provides support in the development and administration of the operating and capital budgets in accordance with relevant administrative procedures and Board Policy.
2. Board Policy and Administrative Procedures
Role Expectations:
RE 2.1. Makes recommendations within areas of assigned responsibility to the Superintendent of Finance Services/CFO to ensure relevant 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. Ensures recommendations of required revisions are made to the Superintendent of Finance Service/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. Manager of Accounting Services and Superintendent of Finance Services/CFO Relations
Role Expectations:
RE 3.1. Establishes and maintains positive professional working relations with the Superintendent of Finance Services/CFO.
RE 3.2. Honours and facilitates the implementation of the Superintendent of Finance Services/CFO roles and responsibilities as defined in Role Description.
RE 3.3. Provides the information which the Superintendent of Finance Services/CFO requires to perform their role.
Quality Indicators relative to Manager of Accounting Services and Superintendent of Finance Services/CFO relations:
QI 3.1. Ensures the Superintendent of Finance Services/CFO is informed about Division operations within areas of responsibility.
QI 3.2. Interacts with the Superintendent of Finance Services/CFO in an open, honest, pro-active, and professional manner.
QI 3.3. Implements the Superintendent of Finance Services/CFO directions with integrity and in a timely fashion, in order for the Superintendent of Finance Services/CFO to perform their duties in an exemplary fashion.
4. Organizational Management
Role Expectations:
RE 4.1. Ensures School Division compliance with all legislative, Ministry of Education, and Board mandates (timelines and quality) within areas of responsibility.
Quality Indicators relative to organizational management:
QI 4.1. Recommends and implements effective internal auditing processes.
QI 4.2. Provides exemplary supervisory oversight to accounting and receiving clerks.
QI 4.3. Provides support to School Division staff regarding financial management matters upon request.
5. Communications and Community Relations
Role Expectations:
RE 5.1. Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.
Quality Indicators relative to communications and community relations:
QI 5.1. Represents the Division in a positive, professional manner.
QI 5.2. Manages conflict effectively.
6. Leadership Practices
Role Expectations:
RE 6.1. Practices leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out assigned duties.
RE 6.2. Develops performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.
RE 6.3. Consistently acts in accordance with the Division cultural values.
Quality Indicators relative to leadership practices:
QI 6.1. Provides guidance and clear direction.
QI 6.2. Provides effective service and leadership within areas of responsibility.
QI 6.3. Establishes and maintains positive, professional working relationships with staff.
QI 6.4. Works collaboratively with other service departments to ensure the sharing of information as required in areas of responsibility.
QI 6.5. Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.
QI 6.6. Builds trust in the Manager of Accounting Services.
QI 6.7. Effectively solves problems.
QI 6.8. Continuously reviews and improves practice based on performance data.
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 of Education/CEO, Superintendent of Finance Services/CFO, and the Manager of Accounting Services.
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:
3. What does the Manager of Accounting Services do, if anything, that makes doing your job more difficult?
The Manager of Accounting Services is assigned the following specific areas of responsibility and service:
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 public sector accounting standards, Ministry of Education guidance, and School Division Administrative Procedures.
RE 1.3. Provides advice and support to the Superintendent of Finance Services/CFO in areas of assigned responsibilities including but not restricted to financial risk management, payment of employee expense reimbursements, payment of vendor invoices, and administration of non-employment contracts.
RE 1.4. Ensures expenses are accurately recorded in the financial information system in compliance with the Ministry of Education requirements and in alignment with the School Division's expenditure mapping structure.
RE 1.5. Under the direction of the Superintendent of Finance Services/CFO, provides support in the development and monitoring of the annual operating and capital budgets.
RE 1.6. Monitors the area of accounting services and makes recommendations to the Superintendent of Finance Services/CFO regarding continuous improvements in effectiveness and efficiency.
RE 1.7. Assists in the implementation of upgrades and enhancements to the financial information system within areas of assigned responsibility.
RE 1.8. Provides supervision of accounting clerks to ensure accounts payable and accounts receivable are processed in a timely and accurate manner.
Quality Indicators relative to fiscal responsibility:
QI 1.1. Ensures public sector accounting practices are being followed in accordance with Ministry of Education guidance.
QI 1.2. Ensures that all non-employment contracts are executed appropriately with commitments met and ensures rights provided are adequately received.
QI 1.3. Prepares invoices, monitors outstanding receivables balances, and prepares annual reconciliations for First Nation tuition revenue.
QI 1.4. Ensures adequate internal controls over vendor, Purchasing Card, and employee reimbursement processes exist and are being followed.
QI 1.5. Ensures compliance with contractual and legislated mandates including but not restricted to: PST Returns, Quarterly Survey for School Authorities, T4As
QI 1.6. Ensures operating bank accounts are reconciled monthly.
QI 1.7. Ensures working papers and system summaries for the interim and year-end external audit are provided to the Superintendent of Finance Services/CFO as requested.
QI 1.8. Supports the Superintendent of Finance Services/CFO in remediating deficiencies identified in the Audit Report and Management Letter in a timely fashion.
QI 1.9. Informs the Superintendent of Finance Services/CFO about incurred and potential liabilities including insurance matters.
QI 1.10. Provides support in the development and administration of the operating and capital budgets in accordance with relevant administrative procedures and Board Policy.
2. Board Policy and Administrative Procedures
Role Expectations:
RE 2.1. Makes recommendations within areas of assigned responsibility to the Superintendent of Finance Services/CFO to ensure relevant 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. Ensures recommendations of required revisions are made to the Superintendent of Finance Service/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. Manager of Accounting Services and Superintendent of Finance Services/CFO Relations
Role Expectations:
RE 3.1. Establishes and maintains positive professional working relations with the Superintendent of Finance Services/CFO.
RE 3.2. Honours and facilitates the implementation of the Superintendent of Finance Services/CFO roles and responsibilities as defined in Role Description.
RE 3.3. Provides the information which the Superintendent of Finance Services/CFO requires to perform their role.
Quality Indicators relative to Manager of Accounting Services and Superintendent of Finance Services/CFO relations:
QI 3.1. Ensures the Superintendent of Finance Services/CFO is informed about Division operations within areas of responsibility.
QI 3.2. Interacts with the Superintendent of Finance Services/CFO in an open, honest, pro-active, and professional manner.
QI 3.3. Implements the Superintendent of Finance Services/CFO directions with integrity and in a timely fashion, in order for the Superintendent of Finance Services/CFO to perform their duties in an exemplary fashion.
4. Organizational Management
Role Expectations:
RE 4.1. Ensures School Division compliance with all legislative, Ministry of Education, and Board mandates (timelines and quality) within areas of responsibility.
Quality Indicators relative to organizational management:
QI 4.1. Recommends and implements effective internal auditing processes.
QI 4.2. Provides exemplary supervisory oversight to accounting and receiving clerks.
QI 4.3. Provides support to School Division staff regarding financial management matters upon request.
5. Communications and Community Relations
Role Expectations:
RE 5.1. Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.
Quality Indicators relative to communications and community relations:
QI 5.1. Represents the Division in a positive, professional manner.
QI 5.2. Manages conflict effectively.
6. Leadership Practices
Role Expectations:
RE 6.1. Practices leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out assigned duties.
RE 6.2. Develops performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.
RE 6.3. Consistently acts in accordance with the Division cultural values.
Quality Indicators relative to leadership practices:
QI 6.1. Provides guidance and clear direction.
QI 6.2. Provides effective service and leadership within areas of responsibility.
QI 6.3. Establishes and maintains positive, professional working relationships with staff.
QI 6.4. Works collaboratively with other service departments to ensure the sharing of information as required in areas of responsibility.
QI 6.5. Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.
QI 6.6. Builds trust in the Manager of Accounting Services.
QI 6.7. Effectively solves problems.
QI 6.8. Continuously reviews and improves practice based on performance data.
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 of Education/CEO, Superintendent of Finance Services/CFO, and the Manager of Accounting Services.
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 Manager of Accounting Services provides clear directions?
b. The Manager of Accounting Services provides effective leadership?
c. The Manager of Accounting Services establishes and maintains positive, professional working relationships with staff?
d. The Manager of Accounting Services unites people toward achieving the Board's goals?
e. The Manager of Accounting Services demonstrates a high commitment to the needs of students?
f. I trust the Manager of Accounting Services.
g. The Manager of Accounting Services empowers others?
h. The Manager of Accounting Services effectively solves problems?2. What does the Manager of Accounting Services do, if anything that helps you do your job?
3. What does the Manager of Accounting Services do, if anything, that makes doing your job more difficult?