Description

POSITION SUMMARY

Reporting to the Chief Administrative Officer (CAO), this position is a member of the Senior Leadership Team (SLT) and is primarily responsible for the overall strategic planning, leadership, and management with the Corporate Services Department which includes finances, accounting, and taxation and assessment. This position will support the organizational objectives of the Town and its residents. This position will exhibit a service-oriented approach when implementing the directions of Council and interacting with the public, municipal staff, government agencies, community organizations, boards, and contractors.

WORK RESPONSIBILITIES

Leadership

Plan, organize, direct, control and evaluate the operations of all services delivered within the Department
Track trends and anticipate issues that affect the community or services to other Departments
Participate with the SLT in planning and making decisions related to the organization
Provide visionary leadership that is consultative and responsive
Plan, implement, coordinate, and supervise the activities of the Department
Liaise with other provincial and municipal governments and other major service providers to ensure coordination, cooperation, and efficiency in the development and implementation of service initiatives
Monitor the allocation of and direct resources within areas of responsibility to ensure the achievement of deliverables articulated within applicable work plans and identified projects while maintaining a high level of service
Act as a staff liaison to the appropriate community groups
Act as a project lead on more complex initiatives and applications
Accountable for the management of risks, service delivery, organizational effectiveness, and execution of several major projects
Appointed as the designated signer on Town agreements
May perform Acting CAO duties upon the CAOs absence
Undertake initiatives related to continuous improvement

Financial Management & Planning

Coordinate the municipal budget process (reporting, tax calculations, requisitions, etc.)
Plan and implement Department objectives to maximize service delivery within the operating and capital budget
Responsible for the municipal taxation process and property assessment including ensuring that mill rates are set to ensure the Town receives the tax funding it requires.
Advise on appropriate reserve fund management to address and plan for future Capital requirements
Oversee, review, advise, and update CAO and Council on Town assets, debentures, and investments
Manage Town revenues and reserve funds through provision of banking, investment, and cash flow projection services
Plan and oversee the Town’s overall financial management activities including budgeting, inventory control and reporting, accounting, insurance, and treasury support
Compile, prepare and (in discussion with SLT) recommend the overall Town operating and capital budgets and associated tax rates. Collaborate with the CAO for final presentation to Council
Ensure that financial management and reporting is carried out in a timely and effective manner
Prepare the necessary year-end working papers and applicable audited financial statements pursuant to Generally Accepted Accounting Principles and practices
Promote transparency and accountability by coordinating major tendering and purchasing processes in conjunction with auditors and staff
Prepare financial reporting as required
Accountable for the development and management of the Department’s capital and operating plans and budgets, ensuring the coordinated and efficient use of the workforce, assets, equipment, and resources
Prepare and administer the annual operating and capital budgets for the Department in coordination with the CAO
Prepare the annual operating and capital budgets as well as multi year plans as required by legislation or directed by Council
Annually participate in and develop the short- and long-term plans and all capital work projects
Access and account for additional funding such as grants, donations, and proceeds from the sale of service
Monitor, manage, and report on gas tax and Municipal Sustainability Initiative (MSI) grants

Accounting/Taxation & Assessment/Utility Billing

Oversee the Accounting Supervisor who manages accounts payable, accounts receivable, taxation and assessment, utility billing, and ensure the fixed asset ledger is up to date and operated according to legislated Tangible Capital Assets (TGA) requirements
Prepare draft annual financial statements
Oversee and provide additional information as required for auditing purposes
Develop financial policy, controls, and systems
Manage short- and long-term investments
Project cash flow, borrowing, and reserve management
Manage grant applications, accounting, and reporting
Manage the risk management and insurance functions

Policy Development & Administration

Oversee the municipal and tenant uses of the Government Centre building
Develop administrative policies, short- and long-term plans, procedures, and Bylaws in accordance with relevant legislation, the Strategic Plan and Business Plan
Interpret Bylaws, Acts, and related statutory documents and respond to requests for information from the public
Prepare Policies, long-term plans, and resolution recommendations for the CAO
Update long-term plans and set priorities
Write reports and proposals in support of Policies, programs, budgets, and various aspects of the Department’s operations
Responsible for the creation of and departmental compliance with relevant Policies, procedures, standards, specifications, regulations, Bylaws, relevant legislation, and technical initiatives
Monitor legislative changes to ensure organizational compliance

Council Support

Develop and monitor the attainment of Department goals and objectives to support Council’s Strategic Plan and ensure they are accomplished
Attends Council meetings, public hearings, and other regional governance public meetings as a resource and/or representative of the Town as required
Work collaboratively with the CAO and Department Directors, managers, and teams in achieving goals and priorities in alignment with Council, municipal legislation, and governance requirements
Advise Council and the CAO on matters relating to the Department
Undertake other duties as assigned by the CAO

Most Difficult and/or Complex Aspects of the Position

Political, human relations and economic pressures provide challenges that impact this position. Issues faced in this position will be diverse, complex, politically sensitive, and often of a time sensitive manner within an extremely busy environment. The job position requires the incumbent to effectively balance competing and conflicting interests, project deadlines, and work tasks in a fast-paced environment.

Diversity and Scope of Services

This position faces a variety of operational or tactical challenges with little routine. Position incumbents need to rely on their professional/technical expertise to contribute to the strategic and full range of services offered by the Town.

Decision – Making/Accountability

Decision Making/Independence

This position functions with a significant level of independent decision-making authority. This position requires the incumbent to operate with a high degree of independence on applications or work tasks which may be complex and sensitive in nature. Some guidelines are provided by Town Policies, Directives, and procedures, appropriate legislation, and Bylaws.

Results or Outcomes Expected

This position is expected to meet a minimum level of performance based on Town Bylaws and Policies.

Impact/Consequence of Error

Poor use of resources, failure to seek direction when needed, and poor judgement or planning decisions could undermine the effectiveness of services provided by the Town and the quality of Town assets. Inefficiencies and poor service may result in increased maintenance and improvement costs for infrastructure, decreased public satisfaction, and failure to meet legislated timelines and organizational outcomes.

Administrative Responsibility

Financial

This position is an integral part of monitoring ongoing project, capital, and operational costs and will establish and oversee the daily and long-term strategic management of assets within the Town.

Human Resources/Workforce

In co-operation with the Human Resources Manager, strategize and plan for succession
Communicate to staff organizational and departmental direction, values, standards, Policies, and procedures
Provide leadership and supervision to all departmental staff within the scope of approved Policies as well as in consultation with the CAO:

Conduct annual performance evaluations, managing the performance process to maximize success and the value of contributions to the organization;
Mentor and coach support staff, supervisors, and managers;
Support supervisors and managers to lead their staff effectively;
Identify training and professional development opportunities to meet strategic objectives;
Communicate goals and expectations and meet with staff regularly;
Determine staffing needs for the effective delivery of services within the Department;
Review and inspect the work produced by employees, consultants, and contractors
Manage employee performance in alignment with performance management and progressive discipline policy; and
Maintain a professional relationship with the Union, dealing with grievances as applicable.

Emergency Management

Participate in mandatory training and exercises. When the Emergency Coordination Centre (ECC) is activated, this position will act in an assigned role.

Safety & Risk Management

Ensure appropriate safety and risk management policies and procedures are in place and followed
Ensure all insurance and regulatory requirements are met
Ensure all staff are appropriately screened and trained
Promote good risk management practices with community partners and customer groups
Maintain an effective departmental safety program that adheres to all WCB regulations, including safety rules and procedures, safety orientation and training, identification and correction of workplace hazards, accident and incident investigation, and regular meetings
Actively promote a health and safety mindset through continuous communications, relationship building, and leadership across all areas and levels in the organization

Contacts

Internal

Contact is made regularly with departmental staff, Council, management, and the SLT. The basis of this contact is to gather information related to the Town and ensure that Town practices, guidelines, and agreements are followed.

External

Contacts include consultants, contractors, external companies, government agencies, and the public. The nature of the contact is to provide information, guidance, and recommendations regarding service provision.

Requirements

QUALIFICATIONS

Post-Secondary Certificate, Diploma, or Degree in Business Administration, Commerce, Public Administration, or a related discipline
Designated as a Chartered Professional Accountant (CPA) is preferred
Minimum 8 years of supervisory work experience in progressively responsible positions
A combination of education and/or experience related to this position may be considered
Experience in financial planning and budget preparation; property tax and assessment; cash flow, investment, and general ledger accounting
Experience working in a municipal administration setting is preferred
Completion of or working towards National Advanced Certificate in Local Authority Administration (NACLAA) Level I and II or equivalent is preferred
High level of expertise with budget preparation and planning
Experience in supervising and managing a diverse portfolio of services, as well as knowledge of municipal finance and legislation, is preferred
Advanced with computers and systems, database management, and Microsoft Office Suite
Valid First Aid and CPR Certificate
Satisfactory background screening is required for this position including a Bankruptcy and Insolvency Check, Criminal Record Check, and Vulnerable Sector Check
Bondable
A Class 5 Driver’s License with a satisfactory Driver’s Abstract

SKILLS & ABILITIES

Able to support, coach, and develop staff in a fully participative and unionized workplace to positively engage and motivate staff and sustain optimum productivity and continuous improvement
Able to facilitate a team environment through personal behaviour, work contributions and the sharing of expertise and knowledge
Effective communicator, leader, and organizer
Effectively communicate with a strong ability to listen and present information to various groups
Recognize changing priorities and approaches and show sound judgment abilities
Pragmatically make decisions aligned with the overall vision and values of the organization, able to recognise changing priorities and approaches
Able to work co-operatively as a member of the management team, to influence other managers/supervisors, to assist and support other employees, Departments, and Council
Build strong relationships with staff, peers, the public, stakeholders, and Council under all types of conditions undertaking a supportive and collaborative approach
Strong capability to identify needs, plan and develop goals, priorities, and outcome measures
Continually updating knowledge in leadership, municipal finance, municipal legislative/administrative, internal/external communications and applying such knowledge to improvements in the way the Town conducts business
Demonstrate a high degree of personal initiative, planning and organizational skills, positivity, and professionalism delivered with integrity
Exceptional verbal and written communication skills
Develop and maintain strong relationships with all stakeholders
A constant awareness of who the customer is, both internal and external, with a recognition of the customer’s needs while providing exceptional service
Maintain a high level of confidentiality in all interactions