Download Ministry of Transportation and Infrastructure

POSITION DESCRIPTION
Ministry of Transportation and Infrastructure
POSITION TITLE:
Senior Financial Systems and Policy Analyst
DIVISION:
(e.g., Division, Region, Department)
Finance & Management Services Department
UNIT:
(e.g., Branch, Area, District)
Financial Systems Section
SUPERVISOR’S TITLE:
SUPERVISOR’S CLASSIFICATION:
Manager, Financial Operations
Applied Leadership
POSITION
NUMBER(S):
LOCATION:
PHONE NUMBER:
00070830
Victoria
250-387-7855
PHONE NUMBER:
PROGRAM
The Finance and Management Services Department provides financial and administrative services to the Ministry of
Transportation and Infrastructure and to the BC Transportation Financing Authority. Financial services include
expertise in financial planning, budgeting, monitoring and reporting, service plan development, performance
measures, financial policy and procedures development, financial systems support, and financing and debt
management. The Department also provides ministry-wide facilities management, and is responsible for the
ministry’s public relations section, including writing services, publications, advertising, and public enquiries.
PURPOSE OF POSITION
Reporting to the Manager, Financial Operations for the Ministry of Transportation and Infrastructure, the
Senior Financial Systems and Policy Analyst is responsible for the overall monitoring, review, and support of all
ministry revenue and develops and articulates changes to ministry financial policies, procedures and processes in
alignment with all pertinent legislation and government-wide financial policies, procedures and systems. This
involves all aspects of receiving government revenue, approving client access to credit accounts, approving refunds
of revenue, performing detailed financial analysis, leading the development and implementation of systems. This
includes supervising and providing expert advice for a helpdesk function to ministry end users; administration of
financial system security; developing, coordinating and providing training and other user documentation; and
representing the ministry’s interests at cross-government working committees. Assists in ministry implementation of
new or amended corporate financial systems.
NATURE OF WORK AND POSITION LINKS
The Senior Financial Systems and Policy Analyst is responsible for the entire ministry revenue management
system, which encompasses customer billing, receipt of payments, resolving disputes, authorizing adjustments to
customer accounts and approving refunds, recommending write-offs of uncollectible amounts, performing detailed
financial analysis and reporting, establishing and implementing new systems province wide, and ensuring all
transactions are processed accurately, timely, and in compliance with all established procedures and policies. The
Analyst identifies and analyzes complex issues to develop and implement appropriate ministry policies and
procedures specific to ministry programs and expenditures, based on relevant legislation, core government policies
and procedures, generally accepted accounting principles (GAAP), and applicable ministry business processes.
These ministry-specific policies and procedures will define and improve financial management and control
processes within the ministry. The Analyst also resolves problems, provides direction, training and advice, and
answers inquiries from all levels of ministry staff up to and including the Deputy Minister, Central Agencies and
other parties in relation to financial policies and procedures, as well as CAS Oracle Financials, iProcurement,
iExpense, CHIPS and Time-On-Line (TOL) applications, functions and policies.
This position works closely with the Office of the Comptroller General, Shared Services BC, Ministry staff (CAS and
Provincial HRMS) and TELUS Sourcing Solutions (TSSI) to represent the ministry’s interests and to ensure current
and future financial, personnel and payroll data information requirements for internal users are met within the overall
financial framework of government
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SPECIFIC ACCOUNTABILITIES / DELIVERABLES
1.
Investigates all revenue and accounts receivable administration issues and implementing improvements to
policies, procedures, and processes that improve service, effectiveness, and efficiency.
2.
Completes reconciliations of revenue and outstanding accounts receivable. This involves various systems such
as the Commercial Transportation Management System, Corporate Accounting System, Revenue
Management System, BCTPS, Great Plains accounting program.
3.
Monitors, analyzes, reports, and implements necessary action on all issues regarding accounts receivable. This
involves constant monitoring of aged accounts receivable, maintaining accurate customer accounts and
records, and resolving customer complaints and disputes.
4.
Develops program specific procedures to support accounting and reporting, ensuring compliance with
corporate policies.
5.
Identifies implications of new or amended government financial policies or directives for the ministry by
reviewing and interpreting financial legislation and other financial documents.
6.
Monitors and pursuing collection action on delinquent accounts. Recommends potential write-off of all
uncollectible delinquent accounts.
7.
Ensures revenue inventory stock is effectively managed, maintained, and reconciled. This involves various
types of inventory, the warehousing and controlled distribution of that inventory to various offices such as weigh
scales, appointed agents, and Driver’s Service Centres, and the tracking, reconciling, and redistribution of that
inventory.
8.
Writes ministry financial policies and procedures, incorporating operational requirements and anticipated
implications, and discussing with central agencies.
9.
Develops and delivers training and provides expert advice on financial systems, PCI compliance, policies and
procedures to ministry staff at all levels.
10. Participates in the development, implementation and operation of corporate systems including CAS Oracle,
CHIPS, TOL and Corporate Signing Authority System (CSAS) for the Ministry’s use.
11. Identifies, analyzes and makes recommendations regarding opportunities for innovative uses by the Ministry of
corporate systems (including CAS Oracle, CHIPS, GARMS, TPS, TOL and CSAS).
12. Serves as the Ministry’s liaison with Ministry of Labour and Citizens’ Services (LCS) and TELUS Sourcing
Solutions (TSSI) regarding corporate financial systems (including CAS Oracle, CHIPS, TOL and CSAS) and
the provision of payroll services.
13. Researches, develops, implements and interprets ministry-specific financial policies and procedures, including
those related to financial systems, in consistency with legislation, central agency-initiated financial policy,
GAAP, and ministry business processes.
14. Represents the Ministry on various cross-government committees, including the CAS Client Focus Group, the
Financial Operations Advisory Committee (FOAC), the Financial Curriculum Advisory Committee (FINCAC),
the Payroll Client Committee (PCC), and the CSAS User Group.
15. Manages the day-to-day activities of the Financial Systems section which includes ongoing operation of the
Ministry’s Financial Systems Helpdesk to provide security access and Tier 1 support to all Ministry staff for CAS
Oracle, CHIPS, TOL and CSAS.
16. Assists in ministry implementation of new or amended corporate financial systems.
17. Administrator and primary CAS Data Warehouse Ministry Reporting Expert (MRE).
18. CHIPS Ministry Security Administrator.
19. Performs other related duties, including but not limited to:



Representing the ministry on various inter-ministry and intra-ministry committees, project teams,
meetings, and working groups;
Facilitating training sessions for all levels of ministry staff in the application of financial systems and
enhanced/streamlined processes;
Preparing briefing notes and issue papers for the Ministry Executive and Senior Management as
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required;

Providing advice, options and recommendations to management on issues pertaining to financial
systems management and control.
FINANCIAL RESPONSIBILITY
DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form)
# of Regular FTE’s
Role
Directly supervises staff
# of Auxiliary FTE’s
3
Supervises staff through subordinate supervisors
PROJECT /TEAM LEADERSHIP OR TRAINING (Check the appropriate boxes)
Role
# of FTE’s
Role
Supervises students or volunteers
Provides formal training to other staff
Lead project teams
Assigns, monitors and examines the work of staff
# of FTE’s
1400+
SPECIAL REQUIREMENTS
TOOLS / EQUIPMENT
Required to operate computer, fax machines, photocopiers, scanners and other standard office equipment.
WORKING CONDITIONS
The position is located in Victoria, British Columbia. The position requires periodic travel to various locations
around the province for meetings, conferences and training.
WORK EXAMPLES
Computer software applications:


Able to demonstrate experience in MS Word, Excel and Power Point
CAS Oracle Financials, CAS Data Warehouse reporting, CHIPS, GARMS and TOL proficiency essential
for this position
COMMENTS
PREPARED BY
NAME:
DATE:
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EXCLUDED MANAGER AUTHORIZATION
I confirm that:
1. the accountabilities / deliverables were assigned to this position effective: June 27, 2009
2. the information in this position description reflects the actual work performed.
3. a copy has / will be provided to the incumbent(s).
NAME:
SIGNATURE:
DATE:
ORGANIZATION CHART
00098840
DIRECTOR, REPORTING & ANALYSIS
Business
Victoria
Gail Silvestrini
00041586
MANAGER
FINANCIAL OPERATIONS
Applied
Victoria
Susan Nagy
00070830
SENIOR FINANCIAL
SYSTEMS AND POLICY ANALYST
FO 21
Victoria
Vacant
00085582
00080850
00080849
FINANCIAL SYSTEMS
REVENUE
SENIOR REVENUE
ANALYST
OFFICER
OFFICER
CL 14
CL 9
Victoria
Melinda Morris
CL 11
Victoria
Todd Haliday
Victoria
Susan Kwan
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STAFFING CRITERIA
QUALIFICATIONS
 Secondary school graduation and completion of the Financial Management Certificate Program or an
equivalent combination of education, training and experience.
 Three years experience in a financial administration environment.
 At least one year supervisory experience and the ability to establish and maintain effective working
relationships. Knowledge of supervisory principles and practices a requirement.
 Demonstrated experience in oral and written communication, including preparing business
correspondence, narrative and oral reports.
 At least 2 years experience working with CAS Oracle Financials, CHIPS, Time On Line and accounting
software.
 Experience training in financial systems and accounts processing preferred.
 Ability to effectively communicate orally in obtaining and exchanging information requiring discussion,
explanation and cooperation.
KNOWLEDGE

Knowledge of information system controls, including security
 Working knowledge of the principles and practices of project management and of the system
development life cycle as they apply to practical situations in financial systems
 Excellent knowledge of government and ministry financial policies, procedures and associated
systems, including CAS Oracle, CHIPS and Time on Line
SKILLS AND ABILITIES





Ability to work under pressure and meet deadlines
Ability to write clear, concise policies and procedures
Ability to analyze, investigate and resolve financial system issues and problems.
Ability to work independently, set priorities, and exercise initiative and good judgement.
Good organizational skills, flexibility and decisiveness.
COMPETENCIES
Analytical Thinking is the ability to comprehend a situation by breaking it down into its components and identifying key
or underlying complex issues. It implies the ability to systematically organize and compare the various aspects of a
problem or situation, and determine cause-and-effect relationships ("if...then…") to resolve problems in a sound, decisive
manner. Checks to ensure the validity or accuracy of all information.
Change Management is the ability to support a change initiative that has been mandated within the organization. It
involves helping the organization's members understand what the change means to them, and providing the ongoing
guidance and support that will maintain enthusiasm and commitment to the change process. People with this competency
willingly embrace and champion change. They take advantage of every opportunity to explain their vision of the future to
others and gain their buy-in.
Problem Solving/Judgement is the ability to analyze problems systematically, organize information, identify key factors,
identify underlying causes and generate solutions.
Listening, Understanding and Responding is the desire and ability to understand and respond effectively to other
people from diverse backgrounds. It includes the ability to understand accurately and respond effectively to spoken and
unspoken or partly expressed thoughts, feelings and concerns of others. People who demonstrate high levels of this
competency show a deep and complex understanding of others, including cross-cultural sensitivity.
Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers,
other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations.
It means focusing one’s efforts on discovering and meeting the needs of the customer/client.
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Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the
organization to achieve group and organizational goals. It includes the desire and ability to understand and respond
effectively to other people from diverse backgrounds with diverse views.
Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with
diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an
issue, adapting one's approach as situations change and accepting changes within one's own job or organization.
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