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Director of Corporate Service

2 months ago

Hay River, Canada Town of Hay River Full time
A. JOB SUMMARY:

Reporting to the Senior Administrative Officer, the Director of Corporate Services is responsible for planning, directing and controlling the Town’s corporate finances, administrative functions, customer service protocols, legal services, information technologies, and human resources management, by following municipal policies and procedures in compliance with territorial and federal legislation.

B. DUTIES & RESPONSIBILITIES:

1. Directs, monitors and oversees the activities of the Corporate Services Department. This includes but is not limited to:
  • Directly supervises and manages staff.
  • Undertakes employee performance management, including annual goal setting/work-planning, annual performance appraisals, providing regular feedback, discipline as required.
  • Responsible for recruiting department staff.
  • Ensures staff are appropriately trained, both to meet technical/operational needs and for personal/career development.
  • Reaffirm the importance of safety in the workplace and build a culture of safety.

2. Provides effective strategic financial, customer service, human resources, and administration planning and information to the SAO, senior management and at times, directly to Council. This includes but is not limited to:
  • Participates in strategic, and financial planning process.
  • Researches, prepares and submits the annual O&M budget and works with senior management  to implement and monitor.
  • Collaborates with appropriate senior management on the development, monitoring and implementation of the capital/infrastructure budget.
  • Prepares detailed reports on financial and administrative matters.
  • Attends Council meetings and provides advice to Council as required.
  • Drafts letters to government and industry for SAO and Mayor’s signature.
  • Attends Senior Management meetings and provides regular updates to staff.

3. Provides comptrollership functions in order to ensure accounting and financial reporting procedures are followed in accordance with legislation, policies, procedures and generally accepted accounting principles. This includes but is not limited to:
  • Oversees accounting and financial systems and maintains full and accurate accounting records.
  • Conducts financial analysis and prepares detailed financial reports and statements.
  • Ensures compliance with financial legislation, policies and procedures including adherence to the terms of Block Funding and Contribution Agreements.
  • Manages the payroll system to ensure all staff are paid on a timely and accurate basis.
  • Develops and implements purchasing practices and monitors the purchasing system.
  • Administers contracts ensuring standardized agreements are executed.
  • Completes the year end audit and presents audited financial statements to Council.
  • Responds to auditors’ comments concerning finances and operations and oversee required action to address deficiencies.
  • Approves the Chart of Accounts and maintain commitment controls.
  • Implements and monitors payment authority practices.
  • Establishes and maintains cash controls.
  • Monitors department spending and recommend corrective actions as necessary.
  • Manages investments and reserves.
  • Reconciles general ledger accounts.
  • Supervises the maintenance of assessment roles and collection/distribution of municipal & school taxes.

4. Oversees effective corporate human resources management to ensure human capital is maximized and related procedures are compliant with legislation, policy, and the collective agreement by:
  • Ensuring strong recruitment processes are employed to attract qualified staff.
  • Managing a robust compensation and leave management system that is competitive with the local labour market.
  • Ensuring robust employee performance evaluation, employee training, career development, succession planning and performance development systems are in place.
  • Ensuring employee issues are handled appropriately and in a timely manner.

5. Manages the municipal legal services contract(s) to ensure strong counsel is in place to reduce corporate liabilities and financial risks.
6. Oversees all corporate technology and electronic information systems and related functions, performing activities that include:
  • Identifying technology needs and making recommendations to business decision-makers.
  • Ensuring the Town’s adherence to security standards and safe computing practices.
  • Managing IT contractors and licenses.
  • Providing budgets for the replacement of computers and hardware.
  • Coordinating sessions to train staff on the use of installed or new technology.

7. Responds to inquiries and investigates complaints from the public and public agencies. This includes but is not limited to:
  • Participates in the development and implementation of public service levels and standards.
  • Deals with public concerns in an appropriate and timely manner.

8. Performs other related duties 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:
Education and Experience:
  • Completion of a professional accounting designation (CA, CGA, CMA) from a recognized accounting program and/or a Bachelor of Business Administration / Commerce degree and
  • Several years of related senior financial and administrative experience and supervisory experience, preferably in a municipal or other government sector. 
  • Equivalencies will be considered.

Job Knowledge Requirements:
  • Knowledge of generally accepted accounting principles.
  • Knowledge of computerized accounting programs.
  • Knowledge of accounts payable/accounts receivable and preparation of financial statements.
  • Knowledge of preparation of financial reports.
  • Knowledge of administration of payroll.
  • Knowledge of recruitment, retention, and human capital development processes.
  • Knowledge of applicable bylaws, procedures, programs and regulatory knowledge.
  • Knowledge of office administration.

Technical Skills & Abilities:
  • Computer skills (Word, Excel, Outlook, Publisher).
  • Project management skills.
  • Contract management skills.

Interpersonal Skills:
  • Good writing and oral communication.
  • Problem solving/analytical skills.
  • Supervisory skills.
  • Effective organizational skills.
  • Strong leadership/teambuilding  skills.
  • Strong presentation skills.

D. DEPARTMENT STAFFINGThe Corporate Services department includes the following positions:
  • Manager of Human Resources.
  • Supervisor of Finance and Administration.
  • Accounts Payable / Payroll Clerk.
  • Accounts Receivable Clerk.
  • Lands and Property Taxation Clerk.
  • Customer Service Clerk.
  • IT Analyst/Help Desk (consultant).
  • Lawyer (consultant).

E. WORKING CONDITIONS:
Physical Demands:The Director, Corporate Services will have to spend time sitting and using office equipment and computers, which can cause muscle strain. The Director may also have to do some light lifting from time to time.
Environmental Conditions:The Director, Corporate Services may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of colleagues, residents, clients and contractors.
Sensory Demands:There are no unusual sensory demands with this position.
Mental Demands:The Director, Corporate Services must lead staff in completing work that is challenging, demanding and of great interest to all stakeholders (Council, senior management, external reporting agencies, the public, etc). This can create stress as well as challenges to multitasking and concurrent project management requirements.
F. CONDITIONS OF EMPLOYMENT:
  • Must have a satisfactory criminal record check.