Lambton County

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 Manager, Divisional Support Services 

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Job Number: J0519-0335
Job Title: Manager, Divisional Support Services
Position Status: Full Time
Union: Non-Union
Division: Finance, Facilities and Court Services
Facility: County of Lambton Administration Building
City: Wyoming, Ontario, Canada
Number of Positions: 1
Hours of Work:
Monday - Friday, 8:30am - 4:30pm
Wage Rate: $45.87 - $54.60/Hour
Date Posted: May 13, 2019
Closing Date: June 2, 2019
Starting Date: June 24, 2019
 

The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Overview

The Manager, Divisional Support Services directs and manages the activities of the Divisional Services Department and acts as the Internal Auditor for the County of Lambton. This position is responsible for verifying the effectiveness of software and procedure based internal control systems, ensuring compliance with the County's financial policies, oversees the coordination of Departmental specific financial reporting, the preparation of fiscal and cash requirement forecasts, verification of the County's debt capacity and obligations, and day-to-day management of the County's budgeting and variance analysis functions.

Duties and Responsibilities

Financial Accountability and Control:
• Prepare draft annual budget and financial reports for the Divisional Support Services Department
• Operates within approved policies, programs, and budgets of County Council Municipal By-Laws and Federal and Provincial; legislative frameworks
• Maintain financial control of the Department by performing regular variance analysis and year-end forecasting. Adjust spending as required throughout the year to maintain the Departments position in relationship to approved budget. Report any deviations as per County policy
• Ensure all Departmental purchases and payments are conducted in accordance with the County's Purchasing Policy and Procedures
• Approve payment of all accounts involving the Department

Supervision of Staff and Human Resources Management:
• Directly supervise and provide direction to Departmental Supervisors and staff
• Supervise and coordinate the work of external consultants and contractors
• Responsible for recruitment, training, support, scheduling, supervision, and other labour relations activities
• Responsible for the review of employee performance and corrective action when warranted, including disciplinary and termination procedures, having regard to the requirements of applicable collective agreements and legislation
• Maintain effective staff relationships by fostering a healthy work environment
• Represent Management on collective bargaining, negotiations, grievance, proceedings, etc. as required

Communications:
• Represent the Department and County in a professional and courteous manner in all dealing with the public, agencies, contractors and individuals
• Represent the Department and County on various Committees, teams, task forces, etc. representing the County interest
• As a member of the Financial Services Division Senior Management Team, participate in the development and review of the Divisions short, long-term, and strategic planning initiatives
• Develop, implement and revise Departmental policies and procedures, service standards, as applicable
• Prepare and present reports to General Manager, Committees, and Council pertaining to Departmental programs, activities and responsibilities
• Prepare legal agreements, contracts and other patient documents in conjunction with the County Solicitor relating to the activities of the Department

Other Departmental Activities:
• Undertake appropriate research, trend analysis, training and other actions necessary to stay informed on related Provincial, Federal and Municipal legislation affecting Departmental activities
• Maintain financial control of al; debt incurred by the Corporation for both its own purposes and that assumed on behalf of others (i.e. Community Development Corporation) by performing regular variance analysis and year-end forecasting. Adjust spending as required and report any deviations from approved budget as per County policy

Budget:
• Coordinating the County's annual budget cycle including budget preparation, variance analysis, fiscal forecast, five year capital budget forecast
• Ensure the County's budgeting process is in compliance with all legislative changes and requirements (i.e. PSAB pronouncements)
• Track budget minutes at committee meetings and council meetings
• Track all budget changes and their financial impacts
• Co-ordinate the publication of all budget materials for distribution to Council and external agencies

Audit:
• Review, analyse, and report on transactions to ensure they are in compliance with legislative requirements, County policies and procedures, Council motions and By-Laws
• Evaluate and initiate corrective action when irregularities in the County's financial information system are identified and evaluate performance and reliability of logical, soft-ware based controls and data integrity of all County hosted software
• Report findings and make recommendations for improvements or change, as appropriate
• A staff member of Council's standing Audit Committee

Systems:
• Coordinate the implementation of accounting software such as Vadim/Icity; RAC Budgeting Software, Maximo, Riva, etc. for which the Division is the "Champion"
• Ensure that this software is maintained and able to meet the needs of the Corporation. Chair a working group of County and software suppliers staff as necessary to redesign and implement changes
• Coordinate the provision of software training to end users in other Departments and Divisions
• Monitor system security, data integrity and end users access to financial systems. Initiate corrective actions when irregularities are found
• Test software kits and upgrades to ensure functionality and effectiveness of programming change. Initiate corrective actions when irregularities are found

Financial Analysis:
• Cash flow management – review daily cash requirements, invest surplus cash and manage debentures or other long-term, contractual debt
• Prepare annual debt capacity report and calculate debt capacity
• Prepare County tax schedules and calculate County’s tax rates, ratios and apportionment for local Municipalities
• Review lower tier tax schedules to ensure compliance with County tax policies
• Design and develop or cause to be developed specialized alalytical reports to assist all County departments to perform account analysis, reconciliations, etc.
• Research, analyze and report findings for special projects as directed by the General Manager, Financial Services to assist in the divisional decision making process
• Review and make recommendations on accounting and financial policies/procedures and controls to aid management in achieving economy, efficiencies and effectiveness

Health and Safety:
• Ensure that all employees, consultants and contractors retained under contracts and agreements administered by the Department are in compliance with the Occupational Health and Safety Act and its regulations
• Keep current and up to date with all requirements and provisions contained in the County's own Health and Safety Policies. Assist with and participate in employee health and safety training activities as required

General:
• Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
• Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Direct Supervision: Divisional Finance Coordinators (3), Tangible Capital Asset Coordinator, and External Financial Reporting Assistant

Indirect Supervision: Financial Administrative Services Departmental clerical staff

Functional Authority: Provides direction and advice on compliance with internal control requirements, budgeting and variance analysis and financial management to County Departments and outside agencies

Qualifications

Minimum Formal Education
• University degree from an accredited post-secondary institution in a relevant discipline or acceptable combination of education and experience necessary to fulfil the requirements
• Must be a member in good standing of a recognized Canadian professional accounting organization (C.M.A., C.G.A, or C.A.)

Experience
• A minimum of five years of public or private sector experience relevant to the scope of service associated with the position
• A thorough understanding of all pronouncements of the public Sector Accounting Board, internal audit requirements and procedures, plus municipal and provincial legislation and regulations in regards to financial reporting
• Demonstrated oral, written, presentation and reporting communication skills and capabilities
• Demonstrated tact and ability to conduct negotiations with individuals, corporations and all levels of Government
• A team oriented management and supervisory style and ability to lead through the effective use of available resources and deliver approved outcomes

A valid Ontario driver’s license and use of a vehicle.





The County of Lambton is an equal opportunity employer servicing our diverse communities. The County of Lambton is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. This information is available in an alternative format upon request, to accommodate individuals with a disability. Although we appreciate all applications, only those selected for an interview will be contacted.

Personal information required by this posting/advertisement is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1990, CHAPTER M.56, as amended. The treatment, storage and handling of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, CHAPTER M.56, as amended and will be used in reviewing applications. Questions about this collection should be directed to the Corporate Manager, Human Resources, County of Lambton, 789 Broadway Street, Box 3000, Wyoming, Ontario N0N 1T0. Phone 519-845-0801 or Toll-free at 1-866-324-6912.