Region of Waterloo Job Description

Transcription

1 Region of Waterloo Job Description Title: Financial Assistant (Planning, Council & Administrative Services, Tax Policy) Job Code: Department/Division: Corporate Services/Treasury Services Union: CUPE Local 1883 Reports to: Financial Analyst (Planning & Tax Policy) New: December 14, 2017 General Purpose: Assists in the preparation of the Region s operating budget and ten year capital plan for client program areas; assists with accounting for the Region of Waterloo Arts Fund; provides supports and service for property tax and assessment functions; reconciles the Region s general bank account. Duties/Responsibilities: Assists in the preparation of operating/capital budgets for client program areas, including budget analyses, documents, summaries, and projections. Assists the Financial Analyst in the preparation of base operating budgets and proposed capital plans for review/approval by client. Prepares, reviews, and revises budget documents per client input/corporate direction. Prepares monthly/annual journal entries to allocate interdepartmental/corporate program charges, as required. Investigates and corrects errors in the general ledger, as requested. Generates reports to monitor actual expenditures/revenues against approved budgets. Assists Financial Analyst to forecast operating expenditures/revenues and identify possible variances. Assists in the monthly financial reporting process. Prepares information used in reports. Prepares financial statements as required for the Region of Waterloo Arts Fund. Processes progress payments for capital construction; ensures costs are allocated to correct accounts, signatures are obtained, and monitors budgets. Administers liens placed on Regional properties and ensures the Region s protection against same. Monitors and administers holdback accounts for construction contracts and obtains client approval for release. Assists to determine year-end financing requirements and tangible capital asset requirements for capital projects and applies financing (e.g., debentures, reserve funds). Prepares year-end documentation and contributes to annual Ministry financial information return, the Region s financial statements and the Region of Waterloo Arts Fund financial statements. Assists with research, analysis, and monitoring of existing and proposed property tax legislation and property reassessments. Assists to develop recommendations based on analysis. Assists with the implementation of legislative requirements for property tax capping. Maintains the Finance Tax Increment Grant (TIG) database; and provides related calculations and analysis. Assists in the calculation of annual property tax rates, special area rates, and in the preparation of required by-laws. Assists with updates to the Region s property tax database, ensuring Region owned properties reflect assessed value and classification. Assists with estimates of annual taxes on Region owned property for the budget process and reviews property tax payments.

2 -2- Monitors assessment growth throughout the year and prepares estimates for the budget process. Performs quality control checks and analysis on changes to the assessment roll. Reviews minutes of settlement and Assessment Review Board decisions throughout the year to calculate impacts on the assessment base and value of the tax write-off costs. Reviews Municipal Property Assessment Corporation (MPAC) disk to estimate supplementary tax revenue for the year. Maintains tax levy accounts in the general ledger, ensuring monthly payments are received and recorded. Assists to determine and calculates payments (including payment in-lieu-totals) owing from/due to the area municipalities at year end. Performs reconciliation functions for the Region s general bank account. Reconciles general bank account cheques cashed from the bank using the Region s accounting system. Assists with the administration of the Region s Point of Sale System (POS) and cash flow projections. Provides cost/benefit analyses using financial models and conducts special studies and projects, as required. Performs related duties as assigned. Knowledge, Skills & Abilities: Knowledge of budgeting, financial, and management accounting practices/principles; financial/ systems analysis; and business/economic/mathematic principles, normally acquired through a 4- year Bachelors Degree in Finance, Business, Commerce, Economics, Mathematics, or equivalent field, plus current enrolment or eligibility for enrolment in the CPA Professional Education Program (PEP), plus 3 years of related work experience. Knowledge and ability to comply with corporate policies/procedures/practices, tax regulations, and generally accepted accounting principles. Analytical, organizational, and problem solving skills to organize workloads, meet priorities, and provide/respond to ad hoc requests for information Communication skills to interact with/collect financial information from Finance staff and clients and; exchange information and resolve problems with external agencies, Ministries, and municipalities; explain and interpret technical/financial information so it is understandable to varied audiences; review and explain information on budgets/financial analyses at meetings; and participate as an effective team member. Computer skills using software such as Microsoft Office, Adobe Acrobat, and financial systems. Ability to develop spreadsheets/databases. Ability to travel within Waterloo Region. Ability to support and demonstrate the Region s values.

3 -3- Working Conditions: Works in a standard office. Work is subject to changing demands, priorities, deadlines, and peaks (e.g., month-end, year-end). Sensory, Mental & Physical Effort: Plans and prioritizes workload to meet established deadlines. Develops analytical framework to address specific issues; resolves issues independently, consulting Financial Analyst and others, as required, on issues regarding policy directions, new, and unusual situations. Makes recommendations based on analysis and financial models. Uses a computer approximately 85% of the time. Spends 15% of the time in meetings. Responsibility for Supervision of Staff & Others: Provides support to Regional staff regarding financial accounting activities, including account reconciliation and the financial system. Nature & Impact of Decision-making Error: Errors in budget preparation could cause improper amounts to be included in the budget, resulting in higher budgets than necessary or not enough funds being available to complete programs as approved by Council. Subsequent decisions could be made on incorrect information, requiring senior staff, and occasionally Committee or Council, to correct. Errors in accounting, journal entries, costing, accruals and financial analysis could cause inaccuracies in the general ledger and the Region's Financial Statements, or result in financing errors being made, such as over/under debenturing, over/under appropriation of reserve funds. Reporting inaccurate financial information or delays in preparing or reporting information for budget reports, special projects, or studies could result in delays to the work of others, poor decision making by management and Council, possible loss of funds, and embarrassment to the Region. Errors in estimating/calculating write offs and assessment growth could result in the Region proceeding with a budget having a higher tax rate impact than expected, requiring additional staff resources and time to correct. Errors in tax policy analysis and calculations could result in incorrect tax bills for properties in the Region, which could result in under funding for the Region and area municipalities, resulting in financial difficulties, and lost confidence in the services provided. Internal Contacts: Consults with, informs and receives general direction from the Financial Analyst. Discusses detailed information with other Finance staff. Explains analyses; obtains, reviews and explains expenditure and budget data; and consults on changes to systems or administrative procedures with management in client areas. Works with clients, IT, and other Finance staff to ensure transaction data/information are reflected in the financial system.

4 -4- External Contacts: Provides explanations to external auditors regarding annual audit. Contacts staff in other municipalities to share information, conduct surveys, and research projects. Contacts area municipal staff and Municipal Property Assessment Corporation (MPAC) regarding the property tax and assessment functions.

5 -5- HRC/DOCS Training Requirements Category Leadership Training Employee Orientation Corporate Health & Safety Leadership General Health & Safety Biological Hazards Chemical Hazards Confined Space Electrical Safety Equipment Ergonomics Fall Course Name Supervisory Level Middle Management Level Senior Management Level DOCS New Employee Training Part I Due Diligence for Senior Management Health and Safety for Supervisors Health and Safety Awareness for Supervisors Health & Safety Orientation for Leadhands/Team Leaders (1/2 day) New Employee Orientation (Workplace Violence; Harassment & WHMIS) Understanding Construction Liability Managing Contractor Safety Canada Labour Code (Part II) *Pre Start Health & Safety Review (PSHSR) Awareness Protection from Biohazards and Medical Sharps Hazardous Materials Awareness (mould, asbestos, lead, silica) Compressed Gas, Welding & Hot Work *Compressed Gas & Hot Work Permit Grounding and Bonding Spills Response *Transportation of Dangerous Goods- Part 1 Confined Space Full Day Confined Space Awareness Arc Flash Risk Assessment Electrical Safety - Low Voltage Electrically Safe Work Conditions - Lockout-Tagout Chainsaw Operator (2 Days) Chainsaw Operator Refresher (1 day) Landscape Equipment Safety Ergonomics Training for Supervisors Working at Heights - Construction Mandatory (M), Recommended (R) Optional (O) M M

6 -6- HRC/DOCS Training Requirements Category Protection Emergency Response Lifting & Hoisting Devices Physical Hazards Respiratory Protection Safe Driving Course Name Working at Heights - Industrial Emergency First Aid & CPR Standard First Aid & CPR (2 days) Fire Extinguisher Forklift Theory (Part 1) Forklift Fitness Assessment (Part 2) Forklift Practical (Part 3) Elevated Work Platform Overhead Crane Operator Noise Awareness and Hearing Protection Manual Material Handling Respirator Fit Testing Respirator Selection, Care and Use 2007 Hours of Service Regulations Collision Investigation for Supervisors Commercial Motor Vehicle Inspection (CMVI) Corporate Defensive Driving Driver's Handbook Training Work Area Protection/Book 7: Awareness Work Area Protection/Book 7: Practical (TPP) Review of Load Security Requirements Mandatory (M), Recommended (R) Optional (O)

7 -7- Incumbent Name, Signature & Date: Supervisor Name, Signature & Date: Director Name, Signature & Date: Commissioner Name, Signature & Date: Human Resources & Citizen Service: