Job Descriptions: Manager (Finance )

OTHER TITLES:

* Manager of Corporate Finance and Administration
* Manager of Finance, Administration, MIS



JOB PURPOSE

The Manager of Finance contributes to the overall success of the organization by effectively managing all financial tasks for the organization.



PRIMARY DUTIES & RESPONSIBILITIES*

The Manager of Finance performs a wide range of duties including some or all of the following:

1. Financial accounting and reporting

* Develop and maintain timely and accurate financial statements and reports that are appropriate for the users and in accordance with generally accepted accounting principles (GAAP)
* Develop, implement, and ensure compliance with internal financial and accounting policies and procedures
* Ensure that all statutory requirements of the organization are met including Charitable Status, Withholding Payments (CPP, EI), Income Tax, Goods and Services Tax, Employer Health Tax
* Prepare all supporting information for the annual audit and liaise with the Board's Audit Committee and the external auditors as necessary
* Document and maintain complete and accurate supporting information for all financial transactions
* Develop and maintain financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash
* Reconcile bank and investment accounts
* Review monthly results and implement monthly variance reporting
* Manage the cash flow and prepare cash flow forecasts in accordance with policy
* Oversee the bookkeeping function including maintenance of the general ledger, accounts payable, accounts receivable and payroll
* Develop and implement policies and procedures to ensure that personnel and financial information is secure and stored in compliance with current legislation
* Manage the acquisition of capital assets and ensure that assets are properly recorded, amortized, and disposed of as appropriate
* Prepare annual charitable return in a timely manner as appropriate
* Liaise with the Treasurer, Finance Committee and/or Audit Committee as appropriate
* Assist the Executive Director and the Board Treasurer with financial reporting as required at Board meeting and the Annual General Meetings

2. Payroll preparation and administration

* Oversee all payroll functions to ensure that employees are paid in a timely and accurate manner
* Negotiate and manage the employee insurance and benefits plans
* Process and submit statutory and benefits remittances on time
* Issue annual T4s and T4As

3. Budget preparation

* Establish guidelines for budget and forecast preparation, and prepare the annual budget in consultation with the Executive Director and Treasurer and/or Finance Committee
* Assist Program Directors and Project Managers with the preparation of budgets for funding applications

4. Project management accounting

* Maintain financial records for each project in a manner that facilitates management reports
* Ensure that accurate and timely financial statements are prepared in accordance with contract agreements with funders
* Provide accurate and timely reporting on the financial activity of individual projects

5. Information technology

* Evaluate the need for new technology to meet the organization's financial data processing, control, and reporting requirements
* Advise on appropriate technology that meets the organization's information requirements and financial resources

6. Risk management

* Monitor risk management policies and procedures to ensure that program and organizational risks are minimized
* Advise the organization's leadership on appropriate insurance coverage for the organization and the Board of Directors
* Maximize income where possible and appropriate
* Negotiate with Bank for lines of credit or other financial services as required and appropriate

7. Office administration

* Oversee and supervise the administrative function of the organization including reception, property/facility management, safety of the work environment, and provision of furnishings and equipment necessary for effective operations
* Oversee the management of all leases, contracts and other financial commitments
* Monitor all legislation relevant to the organization (employment standards, occupation health and safety, human rights, etc) and all regulations on professional certification to ensure that the organization is compliant



QUALIFICATION

1. Education

* University degree in Accounting and diploma in Commerce, Business Management/Administration or IT

2. Professional designation

* Chartered Accountant, Certified General Accountant, or Certified Management Accountant designation is an asset.

3. Knowledge, skills and abilities

* Knowledge of generally accepted accounting principles
* Knowledge of federal and provincial legislation affecting charities
* Knowledge of provincial legislation on Employment Standards, Occupational Health and Safety, and Human Rights
* Knowledge of the voluntary sector

4. Proficiency in the use of computer programs for:

* Accounting
* Word processing
* Databases
* Spreadsheets
* E-mail
* Internet



PERSONAL CHARACTERISTICS

The Manager of Finance should demonstrate competence in some or all of the following:

1. Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization

2. Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.

3. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

4. Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

5. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.

6. Lead: Positively influence others to achieve results that are in the best interest of the organization.

7. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization

8. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

9. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

10. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.



EXPERIENCE

3 to 5 years of progressive financial responsibility



WORKING CONDITIONS

* Manager of Finance work in an office environment
* Manager of Finance usually work a standard work week
* Manager of Finance may be required to work some overtime hours to attend meetings of the Board and during specific periods of the accounting cycle such as the Annual Audit.

Job Descriptions: Administrative Assistant

OTHER TITLES:

Personal Assistant
Secretary



JOB PURPOSE

Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.


PRIMARY DUTIES & RESPONSIBILITIES

Administrative Assistants perform a wide range of duties including some or all of the following:

1. Reception

* Answer general phone inquiries using a professional and courteous manner
* Direct phone inquires to the appropriate staff members
* Reply to general information requests with the accurate information
* Greet clients/suppliers/visitors to the organization in a professional and friendly manner

2. Office administration

* Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
* Sort incoming mail, faxes, and courier deliveries for distribution
* Prepare and send outgoing faxes, mail, and courier parcels
* Forward incoming general e-mails to the appropriate staff member
* Forward voice mail from the general mailbox to the appropriate staff member
* Purchase, receive and store the office supplies ensuring that basic supplies are always available
* Code and file material according to the established procedures
* Update and ensure the accuracy of the organization's databases
* Back-up electronic files using proper procedures
* Provide secretarial and administrative support to management and other staff
* Make travel, meeting and other arrangements for staff
* Coordinate the maintenance of office equipment

3. Assist with financial management

* Use computer software to prepare invoices and financial statements
* Code and file financial material according to established records management procedures
* Process accounts payable ensuring timeliness and accuracy of information
* Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
* Prepare accurate bank reconciliations and deposits
* Administer petty cash according to established procedures
* Assist with financial reports as required
* Month end duties as required

4. Provide Board support

* With the Executive Director, prepare meeting agendas and supporting material for distribution
* Ensure the timely distribution of material to the Board
* Support the Board with meeting, travel and other arrangements
* Draft minutes of Board meetings for review by the Executive Director
* Create action list for management staff from board meetings



QUALIFICATION

1. Education

* A level / Diploma
* Post secondary education in business, computers, or office management is an asset


2. Knowledge, skills and abilities

Proficiency in the use of computer programs for:

* Word processing
* Databases
* Spreadsheets
* Bookkeeping
* E-mail
* Internet

3. Proficiency in the use of office equipment:

* Computer
* Voice messaging systems
* Fax
* Photo copier



PERSONAL CHARACTERISTICS

Administrative Assistants should demonstrate competence in some or all of the following:

1. Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.

2. Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.

3. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

4. Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

5. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

6. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

7. Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.

8 Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

9. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.



EXPERIENCE

* 3-5 years experience in an office setting


Note:
Many organizations use the position of administrative assistant as an entry point into the workforce for recent university and college graduates. This position will give the recent graduate an opportunity to learn general office procedures and will give them insight into the non-profit/ voluntary sector as a career choice. If this is an entry position for someone, you might want to consider incorporating exciting and challenging "growth tasks" and learning opportunities into their regular work responsibilities.



WORKING CONDITIONS

* Administrative Assistants work in an office environment.
* Administrative Assistants usually work a standard work week.
* Administrative Assistants may be required to work some overtime hours such as attending Board meetings.

Job Descriptions: Manager (Programme)

OTHER TITLES:

* Administrator of Volunteer Resources
* Coordinator, Volunteers
* Manager, Volunteer
* Volunteer Program Coordinator
* Senior Executive (Programme, Volunteers)



JOB PURPOSE

Managers of Volunteers manage volunteer resources to assist in the delivery of the organization's programs and services. This includes directly managing volunteers, and/or providing guidance, support, resources and tools to staff who supervise volunteers.



PRIMARY DUTIES & RESPONSIBILITIES*

Managers of Volunteers perform some or all of the following duties:

1. Plan the volunteer program/service

* Develop and implement goals and objectives for the volunteer program which reflect the mission of the organization
* Assess the need for volunteers to enhance program/service delivery
* Develop a budget for the volunteer program activities
* Conduct ongoing evaluation of the programs and services delivered by volunteers and implement improvements as necessary

2. Organize the volunteer program/service

* Develop, administer, and review policies and procedures which guide the volunteer programs and services, and reflect the overall values of the organization
* Develop and administer forms and records to document the volunteer activities
* Identify volunteer assignments that provide meaningful work for volunteers and write the volunteer position descriptions in consultation with staff as appropriate

3. Engage volunteers

* Promote the volunteer program to gain community support of the volunteer program and the organization
* Develop and implement effective strategies to recruit the right volunteers with the right skills
* Develop and implement an intake and interview protocol for potential volunteers to ensure the best match between the skills, qualification, and interests of the volunteers and the needs of the organization
* Implement a screening process for potential volunteers according to accepted screening standards and practices

4. Lead the volunteer program/service

* Train staff to work effectively and cooperatively with volunteers
* Orient volunteers to increase their understanding of the organization, its clients, its services and the role and responsibilities of volunteers
* Ensure that volunteers are given appropriate training to be successful in their positions
* Ensure that volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures
* Ensure that volunteers receive the appropriate level of supervision
* Assist with conflict resolution among clients, staff and volunteers according to established procedures
* Establish and implement a process for evaluating the contribution of individual volunteers
* Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization

5. Control the volunteer program/service

* Evaluate the risks associated with each volunteer position and take appropriate action to control the risks associated with the program or service
* Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations
* Evaluate the contribution of each volunteer on an annual basis
* Prepare an annual report on the contribution of the volunteer program to the organization
* Administer and monitor expenditures for the volunteer program against the approved budget



QUALIFICATION

1. Education

* Degree in relevant field


2. Knowledge, skills and abilities

* Knowledge of current trends, resources and information related to volunteerism
* Knowledge of the Management of Volunteer Resources


3. Proficiency in the use of computers for:

* Word processing
* Data base management



PERSONAL CHARACTERISTICS

The Program Manager should demonstrate competence in some or all of the following:

1. Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization.

2. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

3. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

4. Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities

5. Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

6. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.

7. Lead: Positively influence others to achieve results that are in the best interest of the organization.

8. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization

9. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

10. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

11. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.



EXPERIENCE

* 3-5 years of supervisory or management experience



WORKING CONDITIONS

* Managers of Volunteers work in an office environment, but monitoring the activities of volunteers may sometimes take them into non standard workplaces.
* Managers of Volunteers may be required to work some evenings and weekends.

Job Descriptions: Executive Director

OTHER TITLES:

CEO
General Secretary



JOB PURPOSE

The Executive Director is responsible for the successful leadership and management of the organization according to the strategic direction set by the Board of Directors.



PRIMARY DUTIES & RESPONSIBILITIES*

The Executive Director performs some or all of the following:

1. Leadership

* Participate with the Board of Directors in developing a vision and strategic plan to guide the organization
* Identify, assess, and inform the Board of Directors of internal and external issues that affect the organization
* Act as a professional advisor to the Board of Director on all aspects of the organization's activities
* Foster effective team work between the Board and the Executive Director and between the Executive Director and staff
* In addition to the Chair of the Board, act as a spokesperson for the organization
* Conduct official correspondence on behalf of the Board as appropriate and jointly with the Board when appropriate
* Represent the organization at community activities to enhance the organization's community profile


2. Operational planning and management

* Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organization
* Ensure that the operation of the organization meets the expectations of its clients, Board and Funders
* Oversee the efficient and effective day-to-day operation of the organization
* Draft policies for the approval of the Board and prepare procedures to implement the organizational policies; review existing policies on an annual basis and recommend changes to the Board as appropriate
* Ensure that personnel, client, donor and volunteer files are securely stored and privacy/confidentiality is maintained
* Provide support to the Board by preparing meeting agenda and supporting materials


3. Program planning and management

* Oversee the planning, implementation and evaluation of the organization's programs and services
* Ensure that the programs and services offered by the organization contribute to the organization's mission and reflect the priorities of the Board
* Monitor the day-to-day delivery of the programs and services of the organization to maintain or improve quality
* Oversee the planning, implementation, execution and evaluation of special projects


4. Human resources planning and management

* Determine staffing requirements for organizational management and program delivery
* Oversee the implementation of the human resources policies, procedures and practices including the development of job description for all staff
* Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations
* Recruit, interview and select staff that have the right technical and personal abilities to help further the organization's mission
* Ensure that all staff receives an orientation to the organization and that appropriate training is provided
* Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review
* Coach and mentor staff as appropriate to improve performance
* Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible procedures


5. Financial planning and management

* Work with staff and the Board (Finance Committee) to prepare a comprehensive budget
* Work with the Board to secure adequate funding for the operation of the organization
* Research funding sources, oversee the development of fund raising plans and write funding proposals to increase the funds of the organization
* Participate in fundraising activities as appropriate
* Approve expenditures within the authority delegated by the Board
* Ensure that sound bookkeeping and accounting procedures are followed
* Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization
* Provide the Board with comprehensive, regular reports on the revenues and expenditure of the organization
* Ensure that the organization complies with all legislation covering taxation and withholding payments


6. Community relations/advocacy

* Communicate with stakeholders to keep them informed of the work of the organization and to identify changes in the community served by the organization
* Establish good working relationships and collaborative arrangements with community groups, funders, politicians, and other organizations to help achieve the goals of the organization


7. Risk management

* Identify and evaluate the risks to the organization's people (clients, staff, management, volunteers), property, finances, goodwill, and image and implement measures to control risks
* Ensure that the Board of Directors and the organization carries appropriate and adequate insurance coverage
* Ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage

*Note:
The Duties and Responsibilities are written for an Executive Director who oversees the work of other staff. In some organizations the Executive Director will be the only staff person and will be responsible for doing all the tasks as well as fundraising and volunteer management. See the job profiles for Director of Fund Development and Manager of Volunteers for the range of duties associated with these areas of responsibility.



QUALIFICATION

1. Education

* University degree in a related field


2. Knowledge, skills and abilities

* Knowledge of leadership and management principles as they relate to non-profit/ voluntary organizations
* Knowledge of all federal and provincial legislation applicable to voluntary sector organizations including: employment standards, human rights, occupational health and safety, charities, taxation, CPP, EI, health coverage etc…
* Knowledge of current community challenges and opportunities relating to the mission of the organization
* Knowledge of human resources management
* Knowledge of financial management
* Knowledge of project management


3. Proficiency in the use of computers for:

* Word processing
* Financial management
* E-mail
* Internet



PERSONAL CHARACTERISTICS

The Executive Director should demonstrate competence in some or all of the following:

1. Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.

2. Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization.

3. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

4. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

5. Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.

6. Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

7. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

6. Lead: Positively influence others to achieve results that are in the best interest of the organization.

7. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

8. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities

9. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

10. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

11. Think Strategically: Assesses options and actions based on trends and conditions in the environment, and the vision and values of the organization.



EXPERIENCE

* 5 or more years of progressive management experience in a voluntary sector organization



WORKING CONDITIONS

* Executive Directors usually work in an office environment, but the mission of the organization may sometimes take them to non standard workplaces.
* Executive Directors work a standard work week, but additionally will often work evening, weekends, and overtime hours to accommodate activities such as Board meetings and representing the organization at public events.

Early Childhood Educators Requirements

Childcare Supervisor Qualifications

From 1 Aug 1999, all supervisors employed by childcare centres must have obtained:

a) at least 5 GCE 'O' level credits including a credit in English as a First Language (EL1). Diploma/degree holders (with English as language of instruction) will be deemed to have met this criteria.

b) the Advanced level of training for childcare personnel for child care recognized by MCYS.

c) a valid certificate in first aid recognized by MCYS.

d) at least 2 years of experience in childcare/pre-school settings.

Please note that each of these requirements must be met before a childcare personnel is appointed as a supervisor.

Childcare personnel already employed as supervisors at a childcare centre but who do not meet the 5 'O' level and EL1 requirement will be exempted from the need to meet this requirement. They may continue to work as supervisors as long as they meet criteria b), c) and d).

As of end 2004, in place of a) above, all childcare centre supervisors must meet the following requirements:

a) an MCYS-accredited diploma in the field of early childhood care and education or higher with English as language of instruction. In addition, the following may be required:
i) Additional qualifications confirming proficiency in English are required if the medium of instruction of the diploma is not English,

ii) Supervisors must successfully complete the Advanced level of training course on childcare, or its equivalent, if the diploma did not incorporate Module 6 on Management & Administration in Early Childhood Settings.

Please note that each requirement will have to be met before a childcare personnel may be appointed as a supervisor. It will apply to both serving and new supervisors by the effective date.




Childcare Teacher/Childcare Assistant Qualifications

The minimum qualification requirements for the following childcare personnel are as follows:

a) Childcare Teacher 3 GCE 'O' level credits including a credit in English as a First Language (EL1), and Intermediate level of child care training recognised by MCYS.

b) Childcare Language Teacher 3 GCE 'O' level credits including either a Grade 'B' and above in CL2/ ML2/ TL2 or a credit in CL1/ ML1/ TL1. Intermediate level of training recognised by MCYS.

c) Childcare Assistant Completed Secondary 2, and Basic level of child care training recognised by MCYS.

Childcare teachers should aspire to attain at least diploma level of training. By end 2004, in addition to having a diploma-trained supervisor, each centre should target having at least one teacher trained at the diploma level or above.