OTTAWA POLICE SERVICE JOB DESCRIPTION



Ottawa Police Service Job DescriptionI. Job Information: Title: Chief Financial Officer (CFO) Affiliation: Senior OfficersDirectorate: Corporate SupportSection: Financial ServicesPosition #: 10112533Job Code: 10112532Pay Group: CFOSalary: CFO Pay ScheduleEffective Date: January 16, 2020Shift: Monday – Friday Days with occassional requirement for irregular working hoursWork Location: Central – 19 Fairmont AvenueSupervisor’s Title: Chief Administrative OfficerII. Overall Purpose:The overall purpose highlights the major elements in the job and provides the reader an overview, explaining the purpose, tasks, and responsibilities inherent in the job and the placement of the job within the organizational hierarchy. Reporting to the Chief Administrative Officer (CAO), the Chief Financial Officer (CFO) is responsible for providing strategic leadership, direction, and oversight for financial services and materiel management functions across OPS.As the most senior financial expert in the Service, is responsible for providing advice to Executive Command and the Board on financial and materiel management issues and taking the lead role in the development and implementation of strategies, plans, policies and procedures for this aspect of the Service. As a member of Senior Management Committee and other senior governance bodies provides input and advice to their colleagues on a large range of organizational and operational issues.Plays a leadership role in important organizational wide planning reporting exercises, such as the development of the operational and capital budgets and regular financial reports to the Board.Leads continuous business improvement and business transformation activities within their own business units and contributes to organization wide initiatives in these areas.Develop strong stakeholder relationships, negotiate contracts and other matters and resolve issues arising out of the finance and materiel management mandate. Develops and maintains a financial benefits tracking framework for OPSResponsible for the overall direction and management of key sections including: Financial Planning, Financial Operations, Fleet Services, Quartermaster, Evidence Control and any other sections as directed by Executive Command.III. Major Responsibilities:This is an expansion of the overall purpose. Make statements clear and concise so that they would be meaningful to a person not directly familiar with the work. Each sentence should begin with an active verb reflecting what, how, why, and the frequency of what is done. Consider the objectives of the job and the variety of work performed over the course of an entire year, and list the major responsibilities in order of importance.As the most senior financial expert in the Service, the incumbent is responsible for providing advice to Executive Command and the Board on financial and materiel management issues and taking the lead role in the development and implementation of strategies, plans, policies and procedures for this aspect of the Service. Develop and implement policies and plans and all related procedures and processes for the Service for this mandate.Analyze issues and preparing reports on a range of financial and material management issues.Brief the CAO and other executives.Present reports to Executive Command and the Board and other management groups within the Service. As a member of Senior Management Committee and other senior governance bodies provides input and advice to their colleagues on a large range of organizational and operational issues.Regularly attend the Committee meetings.Actively participate in the activities of the Committee.Work with colleagues to achieve desired outcomes.Highlight financial and materiel management implications of the matters under discussion and recommend solutions.Plays a leadership role or supports important organizational wide planning and reporting exercises, such as the development of the operational and capital budgets, and regular financial and management reporting to Executive Command and the Board.Direct the preparation of operating and capital budgets for the organization.Monitor and report on expenditures and revenues and other relevant operating metricsCoordinate the preparation of the quarterly financial Board report.Meet regularly with Directors, Superintendents, Deputies and the Chief to brief them on monthly and quarterly results. Provide advice to stakeholders on how to address budget issues.Support the development of organization wide projects such as the Business Plan, the Information Management/ Information Technology (IM/IT) Roadmap, The Facility Strategic Plan (FSP) etc. III. Major Responsibilities (Cont’d):Lead continuous business improvement and business transformation activities within their own business units and contribute to organization wide initiatives in these areas.Identify, plan and initiate back office transformation opportunities across the mandate. Support all organization wide transformation initiatives in terms of business case development, funding, reporting and benefits managementDevelop strong stakeholder relationships, negotiate contracts and other matters and resolve issues arising out of the finance and materiel management mandate. Cultivate relationships with stakeholders.Negotiate contracts and other supplier agreements.Meet with users and external agencies as issues or complaints arise.Identify and implement solutions to issues and challenges; monitor the solutions adjusting as necessary.Respond to requests for information.Develops and maintains a financial benefits tracking framework for OPS.Develop a classification system for financial benefits resulting from project investments.Set up a tracking system to record the project investment and the benefits realized over time.Report the benefits on a regular basis.Responsible for the overall direction and management of key sections including: Financial Planning, Financial Operations, Fleet Services, Quartermaster, Evidence Control and other sections as identified by Executive Command:Meet regularly with the CAO to provide briefings on issues arising out of the sections’ activities. Direct and coach staff by monitoring, evaluating, and providing feedback (both verbally and in the Tracking Log) on performance; promote the personal and professional development of staff; complete the annual Performance Reviews for staff; strive always to ensure a respectful workplace.Meet on a regular basis with section managers and their staff to develop annual work-plans, service standards and performance measures for each section.Monitor and review the human and financial resource needs of each section and re-allocate and adjust as needed.Provide direction to section managers to support the development of annual section budgets.Ensure that section personnel are aware of General Orders and have familiarity with and are adhering to OPS policies, procedures, adequacy standards and the operational protocols of the section.Accountable for the administration, monitoring, and reporting of financial resources including overtime as per the Overtime Management Policy, and the Financial Accountability Procedures (FAP) Manual. IV. Statement of Required Qualifications:Required qualifications are considered the essential minimum qualifications to carry out the duties and responsibilities of a position.Education and ExperienceLevel of minimum academic or other formal training required which provides the basis for development of the skills and knowledge needed in the position. Level of minimum experience required for the position, including the number of relevant years of experience. Four (4) year university degree in Finance, Business, Commerce or other related field.Experience and formal training combined may substitute for stipulated education requirements.Ten (10) years experience in financial management, preferably in a police service or municipality including: Leading financial teams comprised of first and second line supervisors and managers.Material Management experience in areas such as warehouses and stores.Five (5) years experience managing multiple departments that traditionally report to the CFO (IT, Facilities, etc.).Fleet or similar logistics experience. Management and control of medium to large size organization operating and capital budgets. Policy / process anizational transformation. LanguageDegree of skill needed, i.e. oral fluency, reading and writing ability in one or more languages.English - fluency in oral, reading, and writing. Certification/LicensesSpecify only training that is mandated / required to perform the position duties and which provides the basis for development of the skills and knowledge needed in the pleted Accounting Designation CPA (Chartered Professional Accountant) or one of the three legacy designations (CMA, CGA or CA). V.Job KnowledgeInformation concerning facts, theories, systems, practices, regulations and other subject matter relevant to the performance of the duties and responsibilities of the position.Thorough working knowledge of:Financial management, analysis and forecasting.Purchasing, supply and inventory.Effecting negotiating methods with suppliers.Change management methods / techniques.Fleet and fixed asset management.Facilities and IT operations for medium to large size organizations.Budgeting and control. Relevant information management and information technology systems.Project management.Business transformation and innovation.Working knowledge of:The Organization’s Mission, Vision and Values.VI.OPS Competencies This section draws directly from the new OPS competency matrix. Select the appropriate competencies and level associated with the position. These competencies will form a central part of the new Performance Management petencyLevelCompetencyLevelCommunication4Leadership1Teamwork3Planning and Organization3Adaptability3Resource and Fiscal Management3Service Orientation3Organization & Environmental Awareness2Networking and Relationship Building4Strategic Thinking3Problem Solving4VII.In-Service TrainingSpecify only training that is mandated / required to perform the position duties. Do not include training that is not essential.The following mandatory training and education is provided to all civilian Directors of the OPS:Supervisor Health & Safety Respectful Workplace Violence in the Workplace.Accessibility for Ontarians with Disabilities Act (AODA).Road to Mental Health Readiness (R2MR).Ethics, Diversity, and Inclusion (Towards Authentic Inclusion Course).VIII.Hours of WorkSpecify the hours of work that is required for the section to meet operational requirements.The incumbent is required to work hours commensurate with a Monday to Friday day shift schedule with occasional requirement for irregular working hours.VIII.Effort and Working ConditionsSpecify the physical & mental demands and working conditions under which job duties are performed, including nature, frequency, and duration.Work is normally performed in a typical office with minimal adverse working conditions.The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.Travel required between Ottawa Police Service Facilities.IX.Desired QualificationsDesired qualifications are considered a “plus”. Masters in Business Administration (MBA).Oral, reading, writing fluency in French or other languages.Experience preparing reports for presentation to Executive / Board of Directors or an overseeing civilian body.Experience working with and / or knowledge of the Ontario Police Services Act and the Ontario Municipal Act.Knowledge of:Facilities / Fleet / IT Services Operations for Police Organizations.Industry best practices and legislative requirements which support the continuity of the “Chain of Evidence” cycle.The OPS Business Plan.Supply of kit and equipment requirements for sworn officers.Legislative and governance context in which police services are being delivered. X. ApprovalsAll job descriptions require the approval of the Supervisor / Manager and Human Resources. The Supervisor / Manager is responsible for obtaining Human Resources approval (via email) prior to using any job description as the official document of record. ................
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