Board Policies & Administrative Procedures

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Administrative Procedure 454.1: ROLE OF ASSISTANT SECRETARY-TREASURER

Background

Guided by the Division's vision, mission, values, and goals, the Assistant Secretary-Treasurer will assist the Secretary-Treasurer in fulfilling the general and specific aspects of the role description for the Superintendent as defined in the School Act and Board policy.

Procedures

The Assistant Secretary-Treasurer is directly responsible and accountable to the Secretary-Treasurer.

The Assistant Secretary-Treasurer will have specific responsibilities for:

  1. Financial Services Leadership
    1. Provides support for leadership in all matters related to Financial Services.
    2. Provides support for the professional development and certification requirements of Financial Services staff.
    3. Assists in the preparation of the annual Division budget and the revised Division budget as directed by the Secretary-Treasurer.
       
  2. Financial Services Management
    1. Manages the daily financial operations of the Division.
    2. Acts as system administrator for the Division financial software system, maintaining the integrity of the system including creating/changing/deleting users as necessary, providing ongoing support to all users, and evaluating the need for system enhancements or changes.
    3. Assists in the preparation of department/school budgets in the Division, as required by the Secretary-Treasurer.
    4. Prepares monthly financial reports for department budgets in the Division.
    5. Answers inquiries from schools and other departments regarding their financial reports; prepares journal entries to amend the record, as required.
    6. Conducts annual audits of school-generated funds for selected schools and prepares a written report on the selected schools’ compliance with Administrative Procedures and audit requirements; conduct reviews of actions on prior-year audits.
    7. Assists the Secretary-Treasurer in the preparation of a quarterly statement of revenues and expenditures for the entire Division.
    8. Assists the Secretary-Treasurer in the preparation of the annual financial statements and the coordination of the interim and annual audits.
    9. Oversees reconciliation, on a continuous basis, of all general ledger asset and liability accounts.
    10. Assists the Secretary-Treasurer in the provision of a cash flow analysis for the Division’s general account, as required.
    11. Assists the Secretary-Treasurer with the maintenance of the insurance program for the Division.
    12. Ensures the timely collection of student enrolment data.
    13. Administers trust and scholarship funds within the Division.
       
  3. Fiscal Responsibility
    1. Operates in a fiscally prudent and responsible manner.
       
  4. Policy/Administrative Procedures
    1. Participates in the planning, development, implementation and evaluation of Board policies and administrative procedures within areas of responsibility.
    2. Ensures the application of Board policies, administrative procedures as required in the performance of duties.
       
  5. Organizational Management
    1. Within areas of responsibility, demonstrates effective organizational skills resulting in compliance with all legal and Board mandates and timelines and adherence to the Secretary Treasurer’s directives.
    2. Contributes to a Division culture which facilitates positive results, effectively handles emergencies and deals with crisis situations in a team-oriented, collaborative and cohesive fashion.
       
  6. Communications and Community Relations
    1. Takes appropriate actions to ensure open, transparent internal and external communications are developed and maintained in her area of responsibility.
    2. Ensures staff have a high level of satisfaction with the services provided and the responsiveness of the department.
       
  7. Secretary-Treasurer Relations
    1. Establishes and maintains positive, professional working relations with the Secretary-Treasurer.
    2. Honours and facilitates the implementation of the Board’s roles and responsibilities as defined in Board policy and encourages staff to do the same.
    3. Provides the information which the Secretary-Treasurer requires to perform her role in an exemplary fashion.
      Handles other duties as assigned by the Secretary-Treasurer.
       
  8. Leadership Practices
    1. Practices leadership in a manner that is viewed positively and has the support of those with whom she works in carrying out the Secretary Treasurer’s expectations.
    2. Exhibits a high level of personal, professional and organizational integrity.
       

References

Section 18, 20, 60, 61, 96, 113, 116, 117 School Act

Employment Standards Coe

Freedom of Information and Protection of Privacy Act

Labour Relations Code

Funding Manual for School Authorities


Approved: August 21, 2018

Last Updated: June 23, 2023