Accounting Supervisor Job Description

Job Description

POSITION: / Accounting Supervisor
ACCOUNTABILITY: / Director of Finance
CLASSIFICATION: / Full-time
DATE APPROVED: / May 27, 2014

JOB PURPOSE

Reporting to the Director of Finance, the Accounting Supervisor is responsible for efficiently managing day-to-day operations of the finance department through producing and maintaining financial information and completing accounting tasks relating to Agency accounts and records. The Accounting Supervisor is responsible forsupervising accounting staff and the accounting system for the Agency; ensuring finance policies and procedures, regulations, Generally Accepted Accounting Principles and financial and legal agreements are followed in day-to-day functions; preparing cash flows, budget forecasts, reconciliations and financial analysis reports for the Director of Finance and Information Technology; and coordinating and managing the financial auditing process.

KEY JOB FUNCTIONS

Financial Controls and Planning:

Ensure the Agency consistently provides comprehensive, competent, relevant and appropriate financial services.

  • Prepare draft annual budgets and cash flow statements in cooperation with the Director of Finance
  • Prepare budget adjustments as required according to Ministry requirements or changes in services/operations
  • Review approved budgets in the general ledger for accuracy
  • Set up new departments in the accounting system
  • Monitor and review budget with actual expenditures and identify deficits and surpluses to the Director of Finance
  • Examine and analyze journal and ledger entries, bank statements, inventories, expenditures, tax returns and other accounting and financial records, documents and systems to ensure accuracy and compliance with legislation, policies, procedures, accounting standards and internal controls
  • Prepare detailed analysis reports with recommendations to improve accounting and management practices related to financial planning and control
  • Manage project costs through monitoring direct and indirect costs
  • Monitor and ensure reconciliations, remittances and other reports are submitted as required
  • Develop and design internal control systems to safeguard Agency assets

Develop and Monitor Financial Statements and Annual Audit:

Develop and monitor financial statements and ensure timely completion of annual audit.

  • Review and present financial statements to theDirector of Financeon a quarterly basis for recommendation to the Board of Directors
  • Submit approved quarterly and annual financial statements to MCYS
  • Prepare year-end financial statements, working papers, General Ledger listing and data for year-end audit
  • Perform year-end closing procedures and establish new year on financial system
  • Maintain inventory file of all assets
  • Coordinate preliminary audit meetings, audit field work, final audit meeting and date for auditor to be present at AGM for presentation of final audit
  • Ensure all documents are available for auditor review and assist audit firm while on site
  • Review draft audit and request any required changes
  • Present final audit to Management Team and Director of Finance
  • Send copies of final approved audit to funding sources
  • Implement recommendations from post audit management letter

Financial Reporting:

Ensure reports are submitted as required and policies and procedures are defined, implemented and monitored.

  • Review finance policies and procedures with the Finance Team and develop recommended changes as needed
  • Maintain and monitor funding agreements
  • Ensure completion and submission of annual GST, HST and Gas Tax Rebates, T4 slips, Records of Employment, donation slips and other remittances
  • Ensure submission of quarterly, annual and final financial reports; annual year-end financial report with stats; and all required documentation and reports toall funding sources as required
  • Prepare briefing papers, financial forecasts and cash flow statements as required
  • Sign off on Certificate of Assurance annually to the board and auditor

Review, Authorize, Monitor and Set Up Financial Systems:

Review, authorize, monitor and set up bank accounts, VISA, accounts payable, payroll, bank reconciliations, general ledger and purchase expenditure authorizations.

  • Respond to financial inquires
  • Supervise and monitor all month-end and year-endprocedures including preparation and entry of journal entries for accounts payables, accounts receivable, payrolland general ledger
  • Sign cheques and forward to Accounting Clerks for mailing
  • Review Scotia Direct batch list and forward to Director of Finance and Information Technologyfor authorization of direct deposit
  • Monitor and review Bank Statements and completed Bank Reconciliations for accuracy and follow up on discrepancies and bank charges
  • Post accounts payable, payroll batches and bank reconciliations to the GL, along with any edits
  • Coordinate new signing authorities for bank account and ensure necessary forms are completed
  • Manage VISA credit card and monitor changes and additions
  • Coordinate line of credit applications and manage bank account including stop payments, certified cheques and authority levels
  • Review and authorize expenditures which fall within the limit of authority
  • Verify accuracy of financial records (e.g., ledgers, accounts receivable, accounts payable, etc.)
  • Ensure financial policies and procedures are adhered to

Maintain Financial Hardware System and Software:

Assist in the preparation and monitoring of the Agency’s service plan and operating budget.

  • Maintain financial operating system (Sage AccpacPlus) and arrange for updates as required
  • Input updated rates for payroll purposes and maintain Scotia Direct Model for direct deposit
  • Manage authority levels assigned for each user
  • Administer annual Web-based Canada Savings Bonds Program
  • Conduct backups of financial and payroll data
  • Set up new financial year on the system and enter required changes
  • Enter and edit specs in the accounting system

Human Resources:

Provide guidance, direction and support to accounting staff.

  • Supervise, coach and direct accounting staff
  • Monitor and address employee performance and conduct performance reviews
  • Coordinate staff development and address staff training needs
  • Ensure development and monitoring of staff work plans
  • Participate in recruitment of staff including assisting with screening, interviews, job descriptions and interview questions
  • Ensure orientation of new staff
  • Recommend human resources required for the department

Administration and Reporting:

Complete administrative duties and adhere to Agency policies, procedures and relevant practices.

  • Ensure effective system is maintained for filing of financial documents
  • Develop, review and implement finance policies and procedures in cooperation with the Director of Financefor approval by the Finance Committee
  • Coordinate and ensure processes are implemented and completed to sign off on certificate of assurance annually to the board and auditor between the Accounting Supervisor, Director of Finance and Executive Director.
  • Manage car fleet including monitoring vehicle leases, mileage, maintenance, damages, accidents, insurance, gas cards and driver changes
  • Develop and maintain a detailed work plan of activities
  • Ensure confidentiality and safekeeping of all Agency documents and records
  • Develop and maintain accurate, up-to-date and concise work files
  • Work in compliance with Occupational Health and Safety Act andother relevant legislation
  • Prepare and submit monthly reports, attendance records and travel expense claims
  • Follow the Agency’s human resources, finance and other policies and procedures in the performance of duties

Other Duties:

  • Participate in internal or external committees as required or assigned
  • Other duties as required and assigned

QUALIFICATIONS

Minimum Education

  • Bachelor of Accounting, Business Administration or Commerce
  • Designation as a Certified Professional Accountant (CPA);

Minimum Experience

  • Two (2) years’ experience in an organization managing finances and human resources
  • Experience conducting financial analysis, risk management and bookkeeping
  • Experience writing proposals, policies, procedures and reports

Knowledge Requirements

  • Knowledge of Nogdawindamin programs and services
  • Respect for, sensitivity towards as well as knowledge and understanding of Anishnawbek culture, traditions and the Seven Grandfather Teachings
  • Knowledge of financial regulations required in a non-profit organization
  • Knowledge of internal controls

Special Skills

  • Strong leadership and management skills
  • Demonstrated financial management and human resource management skills
  • Excellent interpersonal skills
  • Excellent research skills
  • Excellent conflict resolution and problem solving skills
  • Excellent oral and written communication skills
  • Excellent organizational skills
  • Excellent time management skills
  • Excellent computer skills with MS Office software and Sage Accpac software
  • Ability to attend to detail and develop financial analysis reports
  • Ability to manage multiple priorities
  • Ability to take initiative and work independently
  • Ability to work within a team environment
  • Ability to meet deadlines and work flexible hours
  • Ability to adapt to and manage change
  • Ability to work with confidential and sensitive information
  • Ability to understand and speak Anishnaabemowin is a definite asset

Other Requirements

  • Must provide a clear Police Records Check with Vulnerable Sector Check
  • Must have a Class ‘G’ Ontario Driver’s Licence, access to a vehicle and the ability to travel
  • Must have $1M automobile insurance coverage.

WORK SITE LOCATION

The position will be based out of the head office in Batchewana First Nation.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this job, the Accounting Supervisor will typically be in an office setting. The Accounting Supervisor is frequently required to operate a computer,file and retrieve written documents, and work overtime when required or during emergency situations. The physical demands include, but are not limited to, standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching and bending. The Accounting Supervisor will be required to travel to meetings in the province of Ontario.

The administration of employees and financial issuescan be mentally and emotionally challenging; therefore, this position is more mentally challenging than physically challenging. There will be extended periods of sitting required when performing administrative tasks and while attending meetings.

Non-physical demands include a work environment where the noise level is usually quiet to moderate, but may be loud on occasion. The nature of the position may expose the Accounting Supervisor to moderate levels of tension when dealing with issues. The level of tension is usually moderate, with high levels of tension occurring occasionally.

TECHNOLOGY & EQUIPMENT

Computer, photocopier, telephone, fax machine and adding machine

SUPERVISORY RESPONSIBILITY

The position supervises a minimum of three (3) employees.

KEY RELATIONSHIPS

Internal

The position requires interaction with Director of Finance, Executive Director, senior managers, supervisors, co-workers and other staff.

External

Accounting Supervisor will interact with Ministry of Child and Youth Services, Children’s Aid Societies, other First Nations and other agencies.

DISCLAIMER

This document describes the position currently available and is only a summary of the typical functions of the job. It is not an employment contract. The above job description is not an exhaustive list of the duties, responsibilities, working conditions or skills required for this position. Additional duties may be assigned. Nogdawindamin Family and Community Services reserves the right to modify job duties or the job description at any time.

SIGNATURE

This is to acknowledge that I have received a copy of this job description and understand its contents.

Signature of EmployeeDate

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