Assistant Secretary-Treasurer

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Approved: December 18, 2017
Report to: Secretary-Treasurer/CFO

Policy:  The Assistant Secretary-Treasurer will assist the Secretary-Treasurer/CFO in all phases of the Prairie Rose School Division’s financial and business administration, development and implementation of Board policy and administrative procedures and shall be responsible to the Secretary-Treasurer/CFO for such duties as shall be assigned and shall be prepared to act for the Secretary-Treasurer/CFO in their absence or in delegated duties.

The Assistant Secretary-Treasurer is also responsible to work cooperatively and collaboratively with the Division’s senior administrative team, comprised of the Superintendent/CEO, Secretary-Treasurer/CFO, Assistant Superintendent, Director of Student Services, Facilities Supervisor, Transportation Supervisor, Information Technology Supervisor, Human Resources Manager and school administrators.

Duties and Responsibilities:

Without in any way restricting the generality of the foregoing, the Assistant Secretary-Treasurer shall:

  • Co-ordinate, direct and/or perform the accounting, fiscal management functions of the Division.
  • Prepare financial records, reports, statements, and grant claims as delegated by the Secretary-Treasurer/CFO, and assist with the preparation of the annual Division budget, with specific responsibilities for the expenditures component of the budget.
  • Act as a signing officer for bank accounts and financial matters.
  • Approve and control expenditures in accordance with the approved budget appropriations and through the implementation of proper internal controls.
  • Provide consultative services on budget and financial matters as required.
  • Direct and manage the co-ordination, planning and operation of the administrative information technology functions related to business/financial application and network support, fixed assets and inventory control.
  • Direct and manage the Division’s purchasing in accordance with Board policies, administrative procedures, and direction as required by The Public Schools Act.
  • Assume responsibility for the general supervision and management of the School Division Administration Office, including direct supervision and evaluation of the administrative, financial and payroll staff within the Secretary-Treasurer/CFO’s Department as assigned.
  • Assist in the preparation of policies, goals, and objectives for areas of responsibility.
  • Co-ordinate, direct, and/or perform school funds reviews.
  • Cooperate and work with other agencies in matters relating to school division business administration.
  • Report to and participate in Senior Administration meetings, Board meetings, Board committees, and other Board administrative functions as required.
  • Prepare the annual working papers and Divisional financial statements for external audit.
  • Co-ordinate the collection of data for and the preparation of the September 30th enrolment reports to Manitoba Education and Training.
  • Carry out such duties as may be assigned by the Secretary-Treasurer/CFO.

Educational Qualifications/Experience:

  • A recognized accounting designation or near completion of a recognized accounting designation (CPA) is required
  • Minimum of five (5) years progressive experience in accounting, financial management including budget preparation and control and supervisory experience is required
  • Excellent communication, interpersonal and organizational skills are required
  • Demonstrated ability to work as a member of a team
  • Exceptional computer/information technology skills
  • Demonstrated ability to initiate, manage, and grow with organizational change
  • Knowledge of the Public School Act, the Municipal Act and the FRAME accounting system is an asset
  • Knowledge of Board of Trustees’ governance role, function and operation is an asset