Director,
Finance and Facilities
REPORTING RELATIONSHIPS:
Reports to:
Chief Executive Officer (CEO)
Manages:
Finance and Facilities Staff
POSITION SUMMARY:
This excluded position reports to and is accountable to the Chief Executive Officer and actively collaborates with the
Library's Senior Leadership/Director Team in achieving strategic goals and objectives. The Director, Finance and
Facilities is responsible for developing and implementing the financial strategy of the Library including providing,
analyzing and executing financial and management decision-making information. The Director serves as Chief Financial
Advisor to the CEO, senior management team and Library Board. The Director leads the following primary functions:
strategic resource and business performance planning, financial and systems accounting, budgeting, financial reporting,
banking, payroll, audit relations and any financial risk management services. As well, this position has oversight for all of
the Greater Victoria Public Library facilities.
The position is accountable for ensuring that the goals of the organization are achieved in support of library strategic
and operational goals. The Director is expected to demonstrate leadership behaviours and actions consistent with the
Library’s mission, vision and values.
KEY ACCOUNTABILITIES:
Budget Development and Monitoring
1. Serves as Treasurer to the Library Board. Provides the CEO and Board with clear and accurate forecasting, reporting
and planning, and develops short and long term financial planning and analysis based on Board policy and library
goals. Develops and maintains a comprehensive financial plan to ensure that GVPL is a financially viable and fiscally
responsible organization.
2. In collaboration with the CEO and other senior management team members, leads the planning, consolidation and
coordination of the annual operating and capital budgets (in direct alignment with the Strategic Plan) and
presents/reports to the Library Board and local government councils, ensuring compliance with budget directives.
3. Prepares budget detail for all expenditures and revenue including wages and salaries.
4. Monitors reserves held by Library and budgets accordingly to meet future needs.
5. Monitors actual against budget, ensuring that expenses are controlled; advises appropriate supervisor/manager/
director of any variances and ensures that plans are developed to address negative variances.
6. Prepares regular financial forecasts, and communicates with senior management, in order to ensure that budget
target is met at the end of the year.
Financial Controls and Risk Management
7. Reviews financial data on a regular basis for accuracy, completeness and compliance with regulated accounting
standards.
8. Develops, implements and directs accounting practices, policies and controls to ensure compliance with applicable
library policies; oversees interpretation and application of accounting and finance procedures, policies and controls.
9. Develops, implements and directs policies and procedures specific to the purchasing, facilities and payroll functions
of the organization to ensure compliance with the Library Board Purchasing and Signing Authority Policy and other
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financial policies. Ensure compliance in the area of purchasing with financial related legislative, regulatory and
judicial mandates, regulations and professional standards.
10. Develops and maintains internal audit and control procedures; periodically reviews records of transactions to ensure
compliance with approved procedures.
11. Establishes, evaluates and monitors system wide cost and risk control procedures and compliance to those
procedures in order to mitigate financial exposure and risks.
12. Identifies risks and inefficiencies and works with management to develop and implement solutions to mitigate risk.
Financial Management
13. Ensures the timely and accurate recording and reporting of financial information and preparation of financial
statements. Analyzes the monthly, quarterly and annual financial statements.
14. Oversees cash flow forecasting, planning and management, taking appropriate measures where necessary in order
to meet financial obligations.
15. Performs capital investment analysis, financial analysis and financial modeling in order to provide financial and
management decision-making information.
16. Keeps current in the accounting field through attendance at workshops/meetings and by keeping up to date with
changing legislation as it affects the Library’s finances.
17. Participates as a team member in contract negotiations, providing financial costing and analysis in order for
management to make sound decisions.
18. Develops, implements and directs payroll functions to ensure efficiency and adherence to payroll practice, statutory
requirements and in accordance with generally accepted accounting practice. Develops and monitors procedures
and internal contracts to safeguard the Libraries assets.
19. Directs the administration of the employee benefits program.
Financial Reporting
20. Provides regular financial reports to supervisors and coordinators; responds to questions and assists with the
interpretation of reports.
21. Coordinates the annual audit with external auditors and communicates year end instructions to all staff.
Successfully leads the audit process and manages any risk requirements identified in the annual Audit Findings
Report.
22. Prepares year end schedules, lead sheets and working papers for the auditors.
23. Consolidates operating, capital, and other fund data in order to prepare annual financial statements and supporting
schedules.
24. Provides financial data for annual library surveys and prepares annual financial report for the Libraries Branch.
25. Ensures compliance with the PSAB (Public Sector Accounting Board) by verifying the accurate recording, and
amortization of library assets.
26. Implements necessary business process changes in order to ensure compliance with any PSAB regulation changes.
27. Prepares Board reports and attends Library Board or City Hall meetings as required.
28. Prepares annual Charity Return for Canada Revenue Agency.
29. Ensures that internal and external reporting deadlines are met.
30. Monitors financial activity for all grants/partnerships and prepares reports and financial statements, as required.
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Other
31. Keeps informed of economic and business trends, legislative changes and accounting standards.
32. Promotes a safe work place; ensures that all established safety procedures are followed. Identifies and resolves high
level issues that may have urgent, safety and/or risk management implications.
33. Ensures effective leadership of departmental human resources including staff selection; strategies and objectives;
work priorities; training and development; performance management and planning; discipline; and resolution of
labour relations issues and grievances.
34. Fosters and maintains positive working relationship with Board trustees, the CEO, and Library staff.
35. Carries out other duties essential to the position as directed by the CEO.
WORKING CONDITIONS:
 Office;
 Travel to work locations as required;
 Evening and weekends as required.
TOOLS AND EQUIPMENT:
 Operates personal computer for word processing, spread sheets, data bases, electronic mail, calendar, internet etc.;
 Required to operate standard office equipment such as facsimile, and photocopier;
 Proficient with various software applications such as, but not limited to, MS Office, Sage 300 ERP, Visio, Project.
REQUIRED EDUCATION AND EXPERIENCE:
 Post-secondary BSc degree in accounting or business or equivalent, AND
 Chartered Professional Accounting designation e.g.,:
- CPA, CA (Chartered Accountant) or
- CPA, CGA (certified General Accountant) or
- CPA, CMA (Certified Management Accountant), AND
 Minimum seven (7) years' experience in accounting, financial statement preparation, payroll, purchasing and facilities
management AND
 Minimum of seven (7) years’ experience, at a senior management level, managing, directing and leading employees;
 Experience compiling and interpreting data, budgets and statistical analysis;
 Experience researching, analyzing, interpreting, evaluating and developing solutions using complex data, to produce
recommendations to the CEO and Board, and for financial policy development;
 Experience developing a variety of written reports, analysis, budgets, forecasting, presentations and other
documentation in accordance with Board directives or regulatory guidelines;
 Experience working with a Board of Trustees an asset;
 Experience working in a unionized public sector environment an asset.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
 Proven knowledge of budgeting and financial planning. A solid understanding of financial and regulatory reporting
requirements. Ensures compliance with Generally Accepted Accounting Principles (GAAP) as well as accounting
standards issued by the Public Sector Accounting Board (PSAB), Canada Revenue Agency regulatory requirements
related to charities, GST and source deductions;
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 Working knowledge of various applicable legislation and regulations such as CCRA, FOIPPA, Municipal Act, Library Act,
and various tax and procurement related acts;
 Thorough knowledge of GAAP;
 Thorough knowledge of computerized accounting software (including departmental and project costing) and Excel
software;
 Working knowledge of principles and practices of budgeting and accounting in the not for profit sector;
 Sound knowledge and understanding of payroll preparation;
 Advanced analytical and problem solving skills including the ability to resolve complex budgeting and financial issues
and review and comprehend statistical data and financial reports;
 Excellent written and verbal communication skills and the ability to discuss financial issues in a language suitable to the
audience;
 Ability to apply research methods, statistical and cost analysis techniques, quantitative and qualitative analysis as
applied to performance measures and forecasting;
 Ability to research, analyze and merge complex subject matter to summarize, identify issues and trends, and generate
recommendations in a language suitable to the audience;
 Ability to foster and maintain positive working relationships with colleagues, trustees, and external contacts;
 Ability to manage staff collaboratively, in a team environment, utilizing effective team-building, communication and
management techniques;
 Ability to interpret Board and administrative direction and incorporate into operational policies and procedures;
 Ability to plan, organize, and effectively manage a considerable workload with multiple priorities and demands and
produce results within restrictive timelines;
 Ability to use software applications to develop and maintain moderately complex spreadsheets and tracking systems;
 Ability to exercise diplomacy, confidentiality and sound judgment;
 Ability to make decisions and provide advice, direction and assistance to stakeholders, the Board and staff;
 Ability to develop and implement internal financial controls, policies and procedures affecting financial management of
organizational funds and the annual operating budget.
ORGANIZATION CHART
Chief Executive Officer
Director of Finance and
Facilities
Finance
 Accounting
Assistant
 Finance
Assistant
 Payroll &
Benefits
Officer
Facilities
 Coordinator,
Facilities
 Purchasing
Advisor
 Shuttle
Drivers
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