Director of Corporate Services | Full-Time

UpSourced HR; Coalhurst; Hybrid; CAD 110,000 - 150,000; Full time

Job summary

Town of Coalhurst invites applications for the role of Director of Corporate Services. This senior position reports to the CAO and leads the corporate services team, overseeing financial operations, payroll, HR policies, contracts, and grant management in Alberta.

The Director will prepare operating and capital budgets, manage audit processes, capital asset records, and compliance with MGA. Flexibility for acting CAO duties may be required and participation in emergency management activities.

Qualifications

• Experience in Municipal Financial Management including data entry, record keeping, and grant reporting.
• Ability to establish, analyze and audit financial records.
• Proficiency with Municipal Financial Software.
• Strong communication skills, both verbal and written.
• Proficiency in preparation and administration of operating and capital budgets.
• Ability to be flexible, work in a team-based environment with changing demands, meet strict deadlines, while handling multiple tasks simultaneously.
• Desire to participate in professional development.

Responsibilities

• Oversee all financial operations of the Town.
• Prepare and administer the 10-year capital and 5-year operating plans for the Town.
• Maintain computerized payroll system - verifying bi-monthly time sheets, generates payroll notices, and prepares annual employee T4’s.
• Prepare payroll payables (LAPP, benefits, Rec. Gen., etc.).
• Prepare and submit the GST return quarterly.
• Complete monthly bank and investment reconciliation.
• Oversee the preparation of assessment and tax rolls relating to MGA.
• Reviews and manages collection of property tax by overseeing the preparation of annual tax notices and tax arrears notices and discharges as per the MGA.
• Maintenance of the Town’s Capital Asset Register.
• Prepare, submit, and report on grant applications as necessary.
• Manage and update 3 rd party contracts and liaise between providers and staff as needed.
• Provide financial reports and information to Council as requested by Council or the CAO.
• Submits Requests for Decision Reports related to specific department related issues.
• Prepare presentations and reports as directed.
• Conduct basic research on a variety of topics.
• Attend Council / committee meetings when required.
• Supervise census and assist with elections as required.
• Lead the Corporate Services component of the Town’s Asset Management Plan.
• Provide technical assistance as able with computer hardware/software and accounting issues.
• Human Resource Management, including preparing and maintaining employee records and assisting in the recruitment and retention of employees.
• Participate as part of our Emergency Management agency.
• Participate as a member of the Management Team in staff and Director meetings.
• Evaluate department policy and procedure changes and make recommendations for change to the CAO.
• Other duties as assigned from time to time by the CAO.

Skills

Municipal Financial Management

Data entry

Record keeping

Systems maintenance

Grant applications

Reporting

Interpersonal skills

Budget preparation

Public relations

Attention to detail

Professional development

Supervision

Education

Post-secondary education in Financial Management/Accounting

CPA designation asset

NACLAA/CLGM or related courses asset

Tools

Catalis/Muniware

PSD Citywide TCA/AM

Questica Budgeting

MAConnect grant reporting

Municipal Financial Software

Job description

Town of Coalhurst - Director of Corporate Services

The Director of Corporate Services is a key member of the Town's innovative Management team. Reporting to the CAO, the Director will oversee department staff and is responsible for the efficient and effective administration of the Town's financial operations. This includes management of accounts payable and receivables, contracts and agreements, annual audit, investments, taxation, grant management, preparation of operating and capital budgets and the development of financial and HR policies and procedures. The Director also oversees office technology systems, employee pay and benefit programs and, depending on the candidate, may also serve as acting CAO in the CAO's absence.

REQUIRED GENERAL SKILLS AND ABILITIES

• Experience in Municipal Financial Management including data entry, record keeping, systems maintenance and grant applications and reporting.
• Ability to establish, analyze and audit financial records.
• Proficiency with Municipal Financial Software.
• Effective interpersonal skills in dealing with other staff members, the public and Council.
• Proficiency in preparation and administration of operating and capital budgets.
• Ability to be flexible, work in a team-based environment with changing demands, meet strict deadlines, while handling multiple tasks simultaneously.
• Strong communication skills, both verbal and written.
• Ability to establish and maintain a high degree of public confidence and positive public relations.
• Attention to detail, ability to oversee staff and to work without supervision.
• Desire to participate in professional development.

RESPONSIBILITIES

FINANCIAL

• Oversee all financial operations of the Town.
• Prepare and administer the 10-year capital and 5-year operating plans for the Town.
• Maintain computerized payroll system - verifying bi-monthly time sheets, generates payroll notices, and prepares annual employee T4’s.
• Prepare payroll payables (LAPP, benefits, Rec. Gen., etc.).
• Prepare and submit the GST return quarterly.
• Complete monthly bank and investment reconciliation.
• Oversee the preparation of assessment and tax rolls relating to MGA.
• Reviews and manages collection of property tax by overseeing the preparation of annual tax notices and tax arrears notices and discharges as per the MGA.
• Maintenance of the Town’s Capital Asset Register.
• Prepare, submit, and report on grant applications as necessary.
• Manage and update 3 rd party contracts and liaise between providers and staff as needed.

COUNCIL

• Provide financial reports and information to Council as requested by Council or the CAO.
• Submits Requests for Decision Reports related to specific department related issues.
• Prepare presentations and reports as directed.
• Conduct basic research on a variety of topics.
• Attend Council / committee meetings when required.

OTHER

• Supervise census and assist with elections as required.
• Lead the Corporate Services component of the Town’s Asset Management Plan.
• Provide technical assistance as able with computer hardware/software and accounting issues.
• Human Resource Management, including preparing and maintaining employee records and assisting in the recruitment and retention of employees.
• Participate as part of our Emergency Management agency.
• Participate as a member of the Management Team in staff and Director meetings.
• Evaluate department policy and procedure changes and make recommendations for change to the CAO.
• Other duties as assigned from time to time by the CAO.

QUALIFICATIONS

• Office administration experience, including supervision of employees.
• Post‑secondary education in Financial Management, Accounting or a combination of equivalent education and experience.
• CPA designation would be an asset but is not required.
• NACLAA/CLGM or other related professional development courses would be an asset.
• Familiarity with the following an advantage.
• Catalis/Muniware financial software
• PSD Citywide TCA and AM software
• Questica Budgeting Software
• MAConnect grant reporting website
• A minimum of three (3) years experience in payroll administration, municipal office experience would be a definite asset.

WORKING CONDITIONS

• Manual dexterity is required to use desktop computers and peripherals.
• Evening and weekend event obligations when required.
• Lifting or moving 10lbs or more may be required.
• A normal working day consists of 7 hours, or as determined by policy; however occasional overtime may be required to attend meetings, events or functions as necessary.
• Qualify for the management Flex Day policy.

HEALTH & SAFETY

All employees of the Town of Coalhurst are governed by and must be compliant with the Town of Coalhurst Safety Program.

Ensure all operations are performed in a safe manner and in accordance with the Town of Coalhurst policies, as well as the law as set forth by Alberta's Occupational Health and Safety Act .