Applications are now being accepted for a regular full-time Supervisor, Business Support in the Business Operations department of the Community Services Commission. Please provide your cover letter and resume by applying online by May 27, 2025 at www.markham.ca
Job Summary
The Supervisor, Business Support responsibilities include overall coordination and supervision of administration and accounting services within the following business units of the Operations Department: Business Operations, Roads, Parks, Horticulture, Forestry, Fleets, Survey, Right of Way and Utilities. This involves supervision of the Accounting group, completion and submission of annual capital projects and operating budgets, updating of the life-cycle reserve study, conducting charge back, monthly variance analysis and reporting thereof, development of year-end projections, inter-departmental coordination/liaison with the Finance Department, providing assistance to managers in their fiscal responsibility, and efforts in support of the City’s guidelines and priorities. Administrative services includes staffing request and onboarding, records retention, customer service and client satisfaction survey record and analysis, information technology (such as hardware and software deployment, telephony) and staffing services (space planning).
The City of Markham is committed to inclusive, accessible and barrier-free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.
KEY DUTIES AND RESPONSIBILITIES
Accounting and Administration
- Demonstrates commitment to corporate goals by ensuring compliance of the Department’s Managers, Supervisors & Working Supervisors to the City’s financial and purchasing policies and procedures.
- Coordinates and supervises the Accounting group, review and set-up process, as needed.
- Prioritizes work loads to ensure multiple deadlines (weekly, monthly, quarterly and year-end) set-up by Finance department or legislative requirement inclusive of grant application are met.
- Works with the Accounting staff and Managers and Supervisors in updating the procurement plan.
- Works with Managers to ensure contracts are aligned with budget.
- Supervises and works with the Accounting staff in relation to the set-up of contracts, their alignment to budget, whether capital and operating, and the monitoring or tracking spreadsheets thereof.
- Communicates to Staff changes in financial and purchasing process.
- Serve as the main point of contact in terms of accounting and budget inquiries, thus, committed to providing good service to both internal and external customers.
- Co-ordinate the recording of monthly and year-end accruals, and submission to Finance.
- Responsible for the effective provision of administrative, clerical/reception and customer services to the department including issuance of road closure and winter operations notifications, internal communication, website updates, medical notes, minute taking, claims, and office supplies.
- Works with Managers to ensure proper document and record retention.
- Supervise the Administrative Clerks to provide administrative support to the Operations Department.
- Coordinate department business plans development and reporting.
Development of Capital and Operating Budget
- In consultation with the managers, responsible to complete and submit annual budget change and request forms for the annual capital and operating budgets in and develop multi-year operating and capital budgets.
- Updates the Lifecycle Reserve Study per Asset Management legislation to support Operations capital projects budget requests, considering the assets acquisition, repairs and replacement.
- Through research and analysis, reviews with the managers the budget plans of the department, prior years’ pulled projects, growth, approved level of service and potential revenues which are tools in determining the budget to be submitted, projects to be accelerated or deferred.
- During the budget period, monitors adjustments to budgets, coordinate all financial requests, contract awards, purchase order adjustment and project closeout with the Finance staff and continuously communicates them to Operations management, accordingly.
- Co-ordinate the calculation and monthly allocation of the approved operating budgets for all expenses, revenues and recoveries.
- Review operating budget allocations against known contracts and operating activities.
- Review financial statements and capital compliance, coordinate review with Operations management and the Finance staff for executive reporting.
Variance Analysis and Year End Projections
- Updates managers on their business units’ financial operating performance to ensure budget accountability, through monthly reporting as shown in the Financial Statements.
- Through proficiency in the financial systems and monthly Financial database such as excel spreadsheets , determines variances between the actual operating transactions and budget; and the components of such variances.
- Thorough research, review of historical information, consultation with managers, strong attention to details and accuracy in conducting monthly operating budget variance analysis and reporting on the cause thereof.
- In consultation with the managers and review of operating budget accounts, prepares on a quarterly basis, the year end projections of expenses, revenues and recoveries.
Capital and Operating Accounts Status
- Monitors the status of operating and capital projects vs. approved budget, ensures expenditures are on-line with project scope and procurement plan.
- Prepares reconciliation on the status of Operation’s multi-year programs such as Road Rehabilitation Program and Enhanced Cultural Practices.
- Ensures that external funding source have been received, e.g., Tennis Club Resurfacing Share, development charge back, grant fundings and determine surplus to fund future year capital projects.
- Review and co-ordinate responses for capital projects compliance with the Capital Budget Control Policy and the review of Operations Departments’ award and closed capital report to Council.
- Calculate capital completion ratios for Operations Department’ capital and one-time operating projects for KPI reporting.
- Special Projects and Other Responsibilities
Minimum Education & Experience Required
- Completion of a degree in Business Administration, Accounting or related discipline.
- Combined 5 years experience in accounting and financial planning and analysis.
- Thorough working knowledge of business administration, accounting principles and practices, municipal functions/responsibilities and services in general.
Core Behaviours
Service Excellence: Leads and supports staff in meeting or exceeding service standards when interacting with customers.
Change & Innovation: Effectively implements change and supports and involves staff through change transitions.
Teamwork & Relationship Building: Leads and supports staff in working together collaboratively, fosters teamwork and inclusion, and cultivates relationships.
Communication: Models active listening and clear communication, and supports staff members in communicating effectively.
Accountable Results Oriented: Role models ethical behaviour and accountability; clarifies expectations, policies and legislation and supports staff in meeting them.
Management & Leadership: Supports a positive work environment, develops and enables staff, sets clear expectations, provides regular feedback, and addresses performance.
Salary Range:$93,453.00 To $125,459.00 Annually
