DBA-P0 - Qualifications, Duties and Responsibilities of the Secretary Treasurer

Qualifications

The Secretary Treasurer must:

1. Have acquired the necessary knowledge and skills in accounting, and preferably possess a degree in accounting;

2. Possess demonstrated administrative skills, including the supervision/evaluation of staff;

3. Exhibit strong interpersonal, facilitation, problem-solving, and communication skills;

4. Have a good knowledge of office technology software programs;

5. Display expertise in effective and efficient use of personnel, financial, and material resources;

6. Where applicable, be knowledgeable about student transportation services, buildings and grounds maintenance, and the security of divisional facilities and vehicles; and,

7. Satisfy all the requirements of GAB regarding criminal record and abuse registry checks;

8. Must have a valid Manitoba Class 5 Driver's License.

Position Summary

The Secretary Treasurer is responsible for planning and implementing all administrative functions related to matters that involve:

1. Finance;

2. Accounting;

3. Purchasing;

4. Record-keeping;

5. Auditing;

6. Insurance;

7. Maintenance; and,

8. Transportation.

Duties and Responsibilities

Without in any way restricting the generality of the following, the Secretary Treasurer, while performing responsibilities required by the position, shall:

1. Serve as a Secretary to the Board of Trustees by:

   1. Attending all regular and special meetings of the Board and, if applicable, committee meetings, and recording the minutes arising from those meetings, as required;

   2. Receiving all Board correspondence and taking appropriate action on same, and writing all correspondence as it pertains to the Secretary Treasurer’s area of responsibility;

   3. Preparing agendas for regular and special meetings of the Board, in cooperation with the Chair of the Board and the Superintendent;

   4. Maintaining orderly files of all minutes, documents, contracts, insurance policies, agreements, leases, deeds, and all other official records of the Division;

   5. Maintaining and updating the Policy Manual of the Division;

   6. Preparing and, where required, signing all financial and legal documents (See also DG);

   7. Managing, in conjunction with the Superintendent, the Division’s human resource policies, contracts, and agreements; 

   8. Implementing all requirements and procedures for the nomination and election of School Board Trustees as per the Public Schools Act and the Local Authorities Election Act, including the appointment of a Senior Elections Officer, on behalf of the Board;

   9. Supervising and evaluating Division Office support staff;

   10. Serving as Access and Privacy Coordinator under the Freedom of Information and Protection of Privacy Act and the Personal Health Information Act;

   11. Serving as Records Manager/Security Officer under the provincial Guidelines on the Retention and Disposition of School Division/District Records (See also EJB);

   12. Supervise the adherence to all constitutional or statutory laws as they pertain to the School Division;

   13. Maintain membership in appropriate professional associations and participate in the activities and work of such associations, as approved by the Board so as to further professional development and thereby benefit the School Division.

   14. Either directly or through delegation, ensure the communication of Board actions and decisions to employees and receive communications from employees and direct them to the Board; and,

   15. Represent the Division before the public and maintain, through cooperative leadership both within and throughout the Division, such a program of publicity and public relations to keep the public informed as to the activities, needs and successes of the schools.

2. Serve as a Treasurer of the Prairie Spirit School Division by:

   1. Providing leadership and direction in the preparation of the annual budget for adoption by the Board, and along with the Superintendent, assume the primary responsibility for the administration of the budget as adopted by the Board, acting at all times in accordance with legal requirements and adopted Board policies (See also DCA to DCE);

   2. Developing and managing computerized financial and business systems necessary for the effective administration of the financial resources of the Division; 

   3. Coordinating and directing staff in the preparation of the financial records, statements, and reports of the Division; 

   4. Being responsible for the preparation and maintenance of accounts and financial records, and provide the Board with regular financial statements of accurate facts based upon which the Board may formulate policy and decisions;

   5. Submit all reports to the Office of the Auditor General (OAG) and the Provincial Comptroller’s Office (PCO) as per the Public Sector Accounting Board (PSAB) requirements;

   6. Being responsible for the preparation of cost analysis studies, the installation and operation of inventory systems, the administration of special and/or trust funds and the preparation of annual financial working papers;

   7. Managing the accounting and purchasing activities of the Division, reconciling monthly bank statements, and analyzing general ledger accounts;

   8. Directing all payrolls and payments to full-time, part-time, and casual employees in accordance with negotiated salary schedules and employee benefits;

   9. Maintaining personnel files related to payroll and benefits on all employees; and,

   10. Administering the insurance program to ensure that adequate coverage is maintained on the assets and property of the Division;

3. Oversee the Transportation and Maintenance departments of the Division.

4. Serve as a resource to the Board of Trustees by:

   1. Preparing financial and statistical data as required for decision making; and,

   2. Participating as resource person to the Board’s various collective bargaining committees. (See EAB.)

5. Perform other related duties, as assigned or requested by the Board.