Personnel and Employee Relations AP 453: Role of the Associate Superintendent, Business and Finance

Background

Guided by the Division’s vision, mission, motto and belief statements, and our goals, the Associate Superintendent, Business and Finance will assist the Superintendent 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 Associate Superintendent, Business and Finance is directly responsible and accountable to the Superintendent.

The Associate Superintendent, Business and Finance will have specific responsibilities as/for:

1. Corporate Secretary
   1. Arranges and provides notice for all Board meetings, including committee and public meetings.
   2. Ensures accuracy of recording of Board proceedings at meetings (minutes).
   3. Ensures proper completion of contracts, agreements and partnerships with outside corporations/agencies.
   4. Ensures appropriate insurance policies are in place for the Division.
   5. Ensures the maintenance, access and protection of records in accordance with the Freedom of Information and Protection of Privacy Act (FOIP) and Regulations.
   6. Provides for the interpretation of legislation affecting the operation of the Division, as directed by the Superintendent.
   7. Acts as chief electoral officer for the election of trustees.
2. Corporate Treasurer
   1. Ensures the fiscal management of the Division is in accordance with the terms or conditions of any funding received.
   2. Ensures the operation of the Division is fiscally responsible.
   3. Designs budget cycles which meet provincial requirements and provide for stakeholder input.
   4. Prepares the draft budget, aligned with the proposed Three–Year Education Plan, for the Superintendent’s consideration.
   5. Acts as the Division’s purchasing agent.
   6. Produces financial accountability and other reports in compliance with all legal and Ministerial mandates and timelines, and Superintendent directives.
   7. Assists school sites with preparation of budgets and the management of their financial affairs.
   8. In collaboration with the Deputy Superintendent, provides support to the Board’s negotiating committees.
3. Facilities and Property Management
   1. Provides leadership in the development of annual updates to the Capital Plan and of a Facilities Master Plan, including provisions for instructional and support services.
   2. Ensures that building assets are maintained in an appropriate manner.
4. Technology Services Leadership
   1. Provides leadership on all matters related to Division technology infrastructure directions.
   2. Supports the professional development of Division staff relative to the use of technology infrastructure.
   3. Ensures technical support services are provided to all Division sites.
   4. Ensures ongoing technology infrastructure facilitates Information and Communication Technology (ICT) outcomes for all students in an inclusive environment.
5. Student Transportation
   1. Ensures the safety and welfare of students while being transported to and from school programs in transportation provided by the Division.
6. Human Resources Management
   1. Ensures job descriptions are developed and updated, and evaluations processes are implemented, for direct reports, in accordance with the procedures established by the Superintendent.
   2. Provides input to the Superintendent with regard to the recruitment and appointment of Division Office, Facilities and Transportation support personnel.
   3. Provides support to the Assistant Superintendent, Human Resources & Administration in the provision of learning opportunities for bus drivers, facilities and maintenance personnel and Division Office support staff and for business functions for school personnel.
   4. Supports Human Resources staff with interpretations of Collective Agreements, and labour and employment legislation.
7. Administrative Procedures
   1. Assists the Superintendent in the planning, development, implementation and evaluation of Board policy within areas of responsibility.
   2. Provides leadership in the planning, development, implementation and evaluation of Administrative Procedures within areas of responsibility.
   3. Ensures application of Board policy and Administrative Procedures as required in the performance of duties.
8. Organizational Management
   1. Demonstrates effective organizational skills resulting in compliance with all legal, Ministerial and Board mandates and timelines, and adherence to Superintendent 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.
9. Communications and Community Relations
   1. Takes appropriate actions to ensure open, transparent internal and external communications are developed and maintained in his area of responsibility.
   2. Ensures parents and staff have a high level of satisfaction with the services provided and the responsiveness of the department.
   3. Investigates, and facilitates resolution of concerns, and conflicts.
10. Superintendent Relations
    1. Establishes and maintains positive professional working relations with the Superintendent.
    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 Superintendent requires to perform his/her role in an exemplary fashion.
11. Leadership Practices
    1. Practices leadership in a manner that is viewed positively and has the support of those with whom he works in carrying out the Superintendent’s expectations.
    2. Exhibits a high level of personal, professional and organizational integrity.