Native Council of Nova Scotia
POSITION TITLE: Finance Officer II
LOCATION SETTING: Native Council of Nova Scotia, Provincial Office,
Truro, Nova Scotia.
EMPLOYMENT ROLE: Finance management, financial records, finance revenues, disbursements.
Reporting directly to the Financial Comptroller, and the Chief and President of the Native Council of Nova Scotia, the Finance Officer II is ultimately responsible for maintaining all accounting functions and related records for various program accounts. In addition, the incumbent is responsible for administering all receipts, disbursements including, banking, audit, and computerize bookkeeping systems associated therewith.
The Finance Officer II is one of the organizations financial administrators for the Native Council of Nova Scotia on direction, as authorized by the Financial Comptroller and/or the Chief and President, through the office of organized, knowledgeable, credible and responsible discharge of a wide range of financial requirements flowing from a large and diverse source of financial accountability for public, and private funds.
The Finance Officer II, given the level of highly confidential and everchanging financial position is required to be bondable, and must have demonstrated experience in advanced financial administration, including the capacity to maintain a complete set of financial records and disbursement requisition forms for audit purposes.
Any breach of confidentiality or inappropriate record of any financial transaction, shall be deemed just cause for immediate termination, subject to legal prosecution in the instance of fraud.
1. Maintains a computerized set of bookkeeping records for some of the programs, services, and projects as directed. Such records shall include but are not limited to: cash receipts, cash disbursements, general ledger, accounts receivable, accounts payable, fixed assets, investments term, mutual or other investment accounts, banking, and maintains accountability accounts for each program or service established and initiated;
2. Prepare cheque requisitions, post cheques, and post deposit slips in the appropriate journals daily, with current running totals balanced for spot request by the Financial Comptroller and/or Chief and President;
3. To post monthly totals from journals to general ledger and perform trial balance on all general ledger accounts monthly;
4. To prepare monthly reconciliations for the assigned programs and service accounts immediately on receipt of banking statements;
5. Maintains a payable record of all related accounts payable, with the following information but not limited to: vendor, invoice number, age of account, amount payable, program accountable. The Financial Clerk 2 shall issue a payable requisition for each payable with details and attachments which must be authorized by the Chief and President. Payables to vendors will be made out on the last working day of the month, and under no circumstances will payables be paid before the designated last day of the month, except as directed by the Financial Comptroller and/or Chief and President;
All accounts are payable on office INVOICE save for audit and legal accounts, payable on billing statements. Under no circumstances shall trace account payables
be allowed to accrue, nor shall interest be paid;
6. Maintains a receivable record of all related accounts receivable with the following information, but not limited to: purchaser, Native Council of Nova Scotia invoice number/statement of receivable, age of account, amount receivable, program credit. The Finance Officer II shall issue an invoice for all receivables with details and attachments, which are designated for receipt. Receivable invoice will be made out immediately on all sales and monies owed to the council and/or its programs or services. This includes, sales of goods, office rents, supplies, telephone, travel, insurances, etc. Invoicing to programs shall be compiled monthly on invoice, with receipts deposited to the appropriate account;
7. Prepare all financial reports monthly for all related programs or services administered under the auspices of the Native Council of Nova Scotia;
8. To assist in the closing of all related program accounts at the end of the fiscal year, and assist the Auditors in performing the annual audit, with all information as required and requested by auditors towards maximizing speed of audit completion;
10. To maintain legal and audit records of all payroll, including but not limited to those records, forms and filings required by Revenue Canada, Receiver General for Canada, etc, as requested;
11. To do and maintain all that is necessary and required in the performance of the duty of Finance Officer II , in charge of ensuring accurate and complete records of all matters involving finances of the Council;
12. To provide monthly updates regarding cash flows, purchase orders, maintains a concept of daily budget item analysis as to approved budget analysis. Prepares and delivers bank deposits, ensures that expenses have been submitted according to prescribed form and guidelines, obtains clear authorization for issuance of all payments from the Chief and President;
4. The Finance Officer II shall make it his or her duty to keep apprised of, and understand the politics of Aboriginal Self-Governing Institutions and services promoted by the Council;
5. The Finance Officer II shall keep a diary of all activities discharged as delegated by the Financial Comptroller and/or Chief and President not included in this job description, noting both assignment and action discharged;
6. The Finance Officer II shall report at all Board of Directors meetings and Annual Assemblies in the manner prescribed with the required information; if so requested;
7. Participates and supports the organization for all special events undertaken by the Society and programs where warranted;
8. Participates in all required meetings requested by the Financial Comptroller and/or Chief and President.
9. Through feedback, information and informal observations for the general operations, notes strengths and weaknesses of administration and makes recommendations to the Financial Comptroller and/or Chief and President in the spirt of ensuring that the efficiency and currency of operation of the council are competitive and responsive to the goals of the Native Council of Nova Scotia.
10. Keeps file records of select correspondence related to financial administration as required, or directed by the Financial Comptroller and/or Chief and President.
11. Continually works as part of the financial team in developing forms and administrative processes required to effect time and cost savings in terms of cost saving and efficiency;
12. Must be able to provide the Financial Comptroller and/or the Chief and President, immediately upon request, all accounting records and legal records required pertaining to same as to current financial status of the Council;
13. Must take initiative in responding to the multitude of support and staff requests relative to finances;
14. Must understand all financial reporting and record keeping requirements of all programs and services under the auspices of the Native Council of Nova Scotia.
KNOWLEDGE & SPECIAL SKILLS REQUIRED:
1. Proven experiences and knowledge on non-profit association financial records systems, and responsibility associated therewith;
2. Knowledge and practical experience with computerized accounting systems;
3. Excellent verbal and writing skills, letter composition skills, and professional telephone manner in financial matters;
4. Complete fluency with all aspects of financial records, banking, payroll, audit requirements, short term investments, and funding agency financial reporting requirements;
5. Complete knowledge of accountability bookkeeping functions, including but not limited to invoicing, inventory controls, preparation of payables, receivables, banking deposits, statements, collections, purchasing through quotations;
6. Generally, the Finance Officer II must demonstrate good financial organization skills, and have the capacity to work independently with minimal supervision;
7. Finance Officer II competence is a requisite to assimilate information and prioritize work activities. In addition, the Finance Officer II must be able to work cooperatively with staff, agencies, government departments and public in a professional helping manner in the discharge of required duties.
JUDGEMENT & INITIATIVE REQUIRED:
1. Excellent judgement is critical in sound financial administration;
2. Tact and diplomacy is critical given the responsibility and confidential character of the position;
3. Complete security clearance or bondability is a prerequisite;
4. Controlled systematic performance in all aspects of finances exhibited by clear initiative is required;
5. Above average communication skills and comprehension of computer financial terminology and applications are essential to sound reliable financial accountability and will be expected of the Finance Officer II.
Must react quickly to specific tasks required.
Working Hours may often exceed normal office hours, given the pressure of large volumes of work.
SALARY & POSITION TERM:
Permanent position in the Truro Office of the Native Council of Nova Scotia
Working hours 8:30am – 4:30pm.
Holidays and vacations as per office policy.
Benefit packages available per request as per office policy.
Closing date: August 31, 2021 email email@example.com; fax 902-843-3552