SECRETARY-TREASURER/CFO

CORE RESPONSIBILITIES

 The Secretary-Treasurer/CFO, as the Chief Financial Officer and Corporate Officer of the Board, is accountable to the Superintendent of Schools/CEO and the Board of Education for the financial, business and operations activities of the District, including capital planning and organization and direction of District facilities, purchasing and student transportation. The Secretary-Treasurer/CFO, through sound financial planning and management, ensures fiscal responsibility and accountability throughout the District.  The Secretary-Treasurer/CFO is expected to participate as a professional member of the District's senior management team and provide expertise in endeavouring to meet the District's strategic objectives.

SPECIFIC RESPONSIBILITIES

 Develops the annual operating and capital budgets.  Ensures the process and preparation of budgets and other financial planning activities are consistent with the goals and directions of the Board and comply with applicable laws.

Financial Management  Keeps all accounts and prepares quarterly and annual financial statements, in accordance with procedures specified by the Ministry of Education.  Receives and disburses all funds of the Board, in accordance with the provisions of the School Act and Regulations  Directs the establishment and maintenance of the District's internal accounting and financial control systems to ensure compliance with Ministry directions and sound accounting practices. Ensures that financial information is reliable and accurate, financial transactions comply with District policy, business operations are efficient and assets of the District are safeguarded.

Capital Planning  Identifies District-wide capital needs and develops short and long-term capital plans to address the requirements for new facilities and renovation and upgrading of existing facilities. Directs capital funding requests to the Ministry.  Participates in the process of site selection and assists in obtaining required licenses, permits, etc. School District 8 Kootenay Lake 2

 Conducts site visits as required to ensure that project materials and workmanship are in strict accordance with contract documents and architects' and engineers' instructions.  Manages contract documentation, including correspondence, plans and specifications, approval documents, notice of change, change orders and invoices.

Legal Operations  Ensures compliance with legal requirements imposed by the School Act and other legislation regarding financial, Trustee and Board-related matters.  Provides assistance on legal matters to other departments, upon request, employing legal counsel, as required; intervenes when there is possible contravention of the law.  Ensures that legal actions against the Board are effectively defended.  Ensures that legal actions on behalf of the Board are effectively undertaken.

Board Operations  Advises and supports the Board on all aspects of business matters and develops and recommends policies and procedures to enhance efficient and effective operation of the District. Informs the Board of unauthorized expenditures and proposed expenditures for which funds are not provided in the operating budget or any other sources.  Coordinates and prepares information required by Trustees and implements Board policy and direction.  Ensures the custody of deeds, leases, agreements, contracts, insurance policies and other corporate documents.  Prepares and executes all corporate documents and oversees the custody and affixing of the District's official corporate seal.  Prepares, maintains and keeps custody of the minutes of all legally constituted Board and Committee meetings.  Organizes, as necessary, Trustee elections and referenda, in accordance with the School Act and the Municipal Act.

Facilities Management  Develops policies and procedures, consistent with District policy, for the efficient management and supervision of the District maintenance function, including development of a comprehensive program of preventative maintenance.

Transportation  Develops and implements policies and procedures, consistent with District policy, for the efficient management and supervision of the District student transportation function.  Ensures that maintenance and repair of all School District vehicles is conducted effectively and that operating cost records for all vehicles are maintained.

March 2019 School District 8 Kootenay Lake 3

Purchasing  Develops policies and procedures, consistent with District policy, for the efficient management and supervision of the District purchasing function.

Leadership Role  Participates as a member of the District senior management team in the consideration of budget issues, decision-making and in the management of District resources and the achievement of District goals. Assists the senior management team with business- related issues.  Directs, coordinates, supports and evaluates the work of the staff in the business and operations departments and ensures that staff are appropriately trained and motivated.  Develops positive working relationships between and among other members of the District's senior management team and employee groups.

External Relationships  Liaises with municipal officials, auditors, bankers, Ministries of the Provincial Government, other school districts and related organizations, as required.

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