Classification: Management
Reports
to:
Executive Director
Minimum
Qualifications:
· University degree at the Bachelor’s Level in Commerce or Business Administration with a focus in Accounting with a minimum of five (5) years’ experience in a senior accounting/financial accountability role.
OR
Certified Management or Certified General Accounting Designation or training and experience of a minimum of 10 years for an equivalent
· Registration with the appropriate professional association of their area of financial designation and child-care qualifications
· Ongoing development of knowledge and skills
· Training on an annual basis to meet or exceed the standards of their professional association
· Meet or exceed the minimum requirements of the Province of Nova Scotia, Department of Community Services, Provincial Standards for Residential Child-Caring Facilities; Children and Family Services Act and Regulations;
POSITION
SUMMARY
The responsibility of the Business Manager is for all financial matters related to the Association, including the day-to-day activities; monthly, quarterly and yearly budget preparation and analysis; Financial Statement preparation and production and attendance at all monthly meetings of the Board of Directors.
The incumbent may be required to actively work with the Executive Director, the Board of Directors or committees of the Association.
ACCOUNTABILITY:
The incumbent is accountable to all standards and expectations of the Province of Nova Scotia:
· Provincial Standards for Residential Child-Caring Facilities
· Children and Family Services Act
· Nova Scotia Child Abuse Protocol
· ADCRF Code of Conduct
· Code of Conduct or Ethics of their Professional Association
CORE COMPETENCIES
The incumbent is required to perform, exhibit and lead by example in the following areas:
· Analytical and conceptual thinking
· Client service orientation
· Decision Making
· Organizational commitment and awareness
· Problem Solving
· Integrity
· Teamwork
In all duties and responsibilities and any delegation of tasks, the incumbent is responsible to ensure that all matters under the Provincial Standards for Residential Child-Caring Facilities, the Children and Family Services Act and Regulations and other legislation related to children and youth, which fall under his/her responsibilities are routinely reviewed and that the Standards are met or exceeded. All programs and initiatives must be consistent with the philosophy of the Association.
· Maintain all files and copies of accounting records on an ongoing basis and ensure retention for annual records for a minimum of seven years
· Reconcile accounts receivable on a monthly or as needed basis
· Prepare financial reconciliations for all bank accounts and petty cash accounts
· Record any and all necessary adjusting entries (service charges, pre-authorized debits, etc.) via journal entries and enter all journal entries to the computer system
· Coordinate, prepare and submit all budget (annual or otherwise) to the appropriate funding agency; update all necessary records for each line item allocated monthly for each facility
· Prepare monthly and yearly financial statements for each facility; consolidated for the group homes and consolidated for the Association as a whole.
· Attend any Board meetings, as requested, to present financial statements and respond to questions
· Availability to the Executive Director and the Board of Directors, as requested, to address questions on the financial status of the Association or any of the facilities or to provide other services as required
1. Cheque Disbursements
· Receive and review and verify accuracy of invoices for payment
· Prepare cheques for payment of invoices
· Code cheques with appropriate general ledger account numbers
· Record cheques in the computer system
2. Cash Receipts
· Receive cheques and any cash from the facility houses; prepare journal entries to record monies received to appropriate general ledger accounts
· Prepare all necessary journal entries for any receipts or disbursements (includes term deposits, interest, etc.)
· Reconcile financial institution statements with all monies received
· Perform all required entries to the computer system
3. Petty Cash
· Receive and review petty cash impress forms from Facility Supervisors on a bi-weekly basis
· Ensure petty cash accounts are reconciled monthly
· Coordinate petty cash transfers with the financial institution
· Review and reconcile petty cash form and investigate any discrepancies
· Record petty cash transactions by journal entry and then in the computer system
4. Billings
· Ensure receipt of billing details from each facility on a monthly basis
· Prepare and issue bills on a monthly basis
· Record billings for all facilities by journal entry and record the journal entries in the computer system
5. Payroll
· Input payroll data to computer on a bi-weekly basis
· Coordination of and input of data for RRSP’s
· Maintain employee records
· Coordinate preparation and distribution of T4’s
· Reconcile payroll per information received from the financial institution and make adjusting entries for items such as life insurance/benefit deductions, RRSP deductions, service charges, etc.
· Record the journal entries for monthly payroll transactions and enter to the computer system
6. Annual Audit
· Provide all financial reconciliation, journal entries, etc. to the auditors as they may request
· Provide full cooperation to the auditing firm and its employees to facilitate a smooth, timely audit process
· Review and discuss draft audit report prior to presentation to the Executive Director and/or Board of Directors
The work environment demands strong concentration and the ability to focus . Work hours will be, for the most part, during the normal daily work hours. Occasionally extended hours may be required.. Must be able to work independently and under stressful conditions. Working environment often requires sensitivity to cultural and societal differences. Working conditions include physical, emotional and mental demands