Kingston Access Services

Executive Director

Job Description

Position / Executive Director
Reporting to / Board of Directors
Date / April 2010

Job Summary

The Executive Director is responsible for the overall management and leadership of Kingston Access Services following the strategic directions set by the Board of Directors. He/she will manage the incorporated, not-for-profit corporation’s financial, physical, and human resources, providing a safe, client-focused accessible bus service in an efficient and effective manner.

Key Responsibilities

  • manage the daily operations of Kingston Access Services (KAS) which includes the Kingston Access Bus (KAB), a specialized transit system for persons with physical mobility impairments, and the Kingston Area Patient Shuttle (KAPS), a non-emergency medical transportation system
  • supervise and manage all staff including full-time and part-time drivers and office staff
  • hire all staff, unionized and non-unionized, and maintain staffing levels to meet service requirements within the scope of the budget
  • maintain a vehicle fleet to ensure delivery of safe and efficient transit and to ensure vehicles are safe for operation in accordance with various applicable legislative requirements
  • administer, oversee and implement all legislated requirements and the requirements of the Company Training Manual including:

a) Safety Training - Safety Kits - Fire Extinguishers, Flares, Warning Triangles, First Aid Kits, Guide to First Aid Book, Personal Protection Equipment, Occurrence Reports

b)Safety Training - Driver Record Management - Vehicle Daily Inspection, Vehicle Daily Inspection Log process and forms

c)Safety Training - Vehicle preventative maintenance and service, repairs, fuel, service voucher, driver log and fire incident report

d)Sensitivity Training - instructions on proper handling of all passengers, proper wheelchair handling procedures including a personal wheelchair exercise

  • ensure all required safety logs and reporting systems are kept up-to-date
  • maintain safe, efficient, effective KAPS system, along with brokerage contracts and liaison with sending facilities
  • ensure that all AODA requirements for customer service are met (Note—this may involve all employees and Board directors)
  • seek opportunities to increase revenue as appropriate
  • represent management (employer) on the joint health and safety committee (JHSC)
  • respond to Union grievances at Step I of the grievance procedure
  • meet with Labour/Management committee, (2 Union reps) along with Operations Manager
  • conduct annual staff performance reviews

Financial Duties

Budget

  • Annual Budget - Prepare an annual Operating and Capital Budget in consultation with the Board’s Finance Committee. Present the draft annual budget to the KAS Board for approval and then present it to a meeting of city council
  • Provincial Gas Tax Funding available through the Ministry of Transportation for annual Operating and Capital Expenditures - ensure access to the gas tax funding for annual transit operating and capital expenditures by filing all appropriate forms on time
  • Budget and Performance - Provide an accurate monthly financial report and balance sheet to the KAS Board to show revenues and expenditures and how they correspond to the annual budget estimates adopted by the Board

Audit

  • Annual Audit - ensure an annual audit is completed by the audit firm used by the City of Kingston
  • Complete Financial Records - ensure the company books, financial statements and accounting records are completed for the year end and accessible to the auditor in the first quarter of the new year
  • Audited Statements to KAS Board - ensure the company’s annual audited financial statements are presented to the KAS finance committee and then to the KAS Board

Other Various Financial Duties

  • Payroll journal - review monthly reports, approve and sign
  • Employee Group Benefits - administer and monitor annually; obtain quotes as required to ensure cost effective plan
  • Staff Pay Rates - review annually (office staff) and provide for merit increases where warranted, based on performance review and within the scope of the annual operating budget
  • Signing Authority – hold cheque signing authority together with the Board President and Vice-President

Duties to Board of Directors

  • coordinate KAS board meetings including coordinating agendas, preparing written reports, providing announcements and recommendations, and circulating information prior to meetings as required
  • participate in board meetings, present reports, complete follow-up procedures and coordinate preparation of meeting minutes
  • organize the annual meeting in conjunction with the Board President
  • prepare and store minutes from closed meetings of the KAS Board

Other Duties

  • be available on-call for emergencies, including but not limited to: accidents, pickup/dropoff issues, vehicle breakdowns, weather related incidents etc. (7 days a week)
  • respond to exceptional service demands as appropriate
  • liaise with City of Kingston staff, outside agencies, media, etc. as needed
  • represent KAS at OPTA, CUTA, other industry-related associations and meetings, and other functions
  • maintain good relations with KAPS partners, hospitals, etc. ensuring prompt pickup of non-emergency medical transfers, and
  • perform other duties as assigned by the KAS Board of Directors

Preferred Qualifications

The ideal candidate would have the following:

Education and Skills

  • university degree in related field or equivalent experience
  • valid B driver’s licence

Experience

  • 5 or more years of progressive management experience
  • responsibility for an operating budget of at least $1 million
  • work related to a vehicle-based service, and knowledge of transportation regulations including the Highway Traffic Act
  • knowledge of human rights laws and Accessibility for Ontarians with a Disability Act
  • knowledge of the unique needs of people with a disability related to mobility and of people with multiple disabilities
  • knowledge of the not-for-profit sector and the municipal government environment
  • experience in a unionized workplace

Training

  • workplace health and safety, first aid, computer applications

Abilities

  • excellent verbal and written communication skills
  • ability to build relationships with staff, clients and external stakeholders
  • understanding of and ability to model ethical behaviour and business standards
  • ability to lead by positively influencing others to achieve positive results
  • strong organization and problem-solving skills

Work Demands

  • the position combines the need to work in an office environment with occasional work on the road within the municipality
  • the position requires a standard work week with some evening and weekend work and unpredictable emergency calls

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