Manager, Facilities Administration

3 weeks ago

Richmond, Canada School District #38 (Richmond) Full time

Recognized for its diversity, dedication to inclusion, and strong partnerships with the community, the Richmond School District is among one of the largest districts in British Columbia with some of the highest graduation rates in the province. With a long history of providing high quality experiences for students, the Richmond School District strives to be “The Best Place to Learn and Lead.”

Richmond School District operates 38 elementary schools, 10 secondary schools, alternate programs, continuing education and a number of additional facilities. The district enrolls approximately 21,000 students (K-12) and employs over 3000 dedicated staff.

The Manager, Facilities Administration is a professional who performs a variety of financial functions such as procurement of goods and services, management of capital funding, expenditures, reporting and recordkeeping, and processing of invoices and expenses, as well as office management for the Richmond Project Team and the Facilities Services Centre (FSC).

The Manager, Facilities Administration reports to the Director, Richmond Project Team and works closely with all Facilities Services Managers, Manager of Financial Services and Assistant Purchasing Managers.

Major

**Responsibilities**:
Oversees workflow management for the FSC, including opening, closing and tracking work orders, timecard management, internal and external communications, and developing status reports.

Maintains office services by organizing office operations and procedures, designing filing systems, reviewing and approving office supply requisitions and assigning and monitoring clerical functions.

Designs and implements office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.

Orients, trains, coaches and evaluates the performance of assigned staff; interviews and selects employees and recommends transfers, reassignment, termination and disciplinary actions; assigns employee duties and reviews work to ensure compliance with established guidelines and procedures.

Arranges for establishment of financial accounts with budgets for projects and other FSC activities.

Plans, schedules and forecasts procurement activities for the FSC.

Assists FSC Managers in the procurement of the following by working with the Purchasing Department to solicit tenders, proposals or quotations, assisting in processing queries from proponents, issuing addenda as necessary, reviewing submissions for completeness, preparing contract documentation for approvals and awarding contracts:
consultant and construction services;
general and specialized furniture, equipment, materials and contracted services;
property disposals or leases;
Oversees encumbrance of funds through the issuance of requisitions with sufficient supporting documents to the Purchasing Department in order to generate purchase orders.

Oversees reconciliation of receipt of items by comparing orders to invoices; resolves discrepancies with vendors; and tracks expenditures on purchase orders.

Undertakes Capital Fund budgeting and financial reporting under the assistance and guidance of the Manager of Financial Services, including quarterly and annual Capital Fund financial statements which are time sensitive and audited.

Oversees encumbrance of funds through the issuance of requisitions with sufficient supporting documents to the Purchasing Department in order to generate purchase orders.

Oversees reconciliation of receipt of items by comparing orders to invoices; resolves discrepancies with vendors; and tracks expenditures on purchase orders.

Undertakes Capital Fund budgeting and financial reporting under the assistance and guidance of the Manager of Financial Services, including quarterly and annual Capital Fund financial statements which are time sensitive and audited.

Oversees approval of invoices by FSC Managers for supplies received, with transmittal to Financial Services.

Assembles necessary information and prepare responses to audit requests by Financial Services.

Creates and delivers individual monthly capital and operating reports (budgets/expenditures/ encumbrances/forecasts) to FSC Managers for budgets under their authority.

Prepares monthly major capital reports for the Ministry of Education and acts as a liaison with the Ministry regarding financial and reporting matters.

Provides comprehensive quarterly and annual capital and FSC operating budget reports to the Executive Director.

Performs other duties as contained in statute and as assigned from time to time by the Executive Director.

Required Qualifications

Completion of Grade 12 or equivalent plus a university undergraduate degree or equivalent.

Five (5) or more years of experience in office administration in a medium to large organization. Experience in the public sector is preferred.

Experience in accounting operations, planning and budgeting, purchasing and/or resource management in the public sect

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