Aspen View Regional Division No.19
POLICY: CD
CATEGORY: SECRETARY-TREASURER
POLICY STATEMENT:
The
Board believes that the Secretary-Treasurer is responsible for the business and financial affairs of the Board, under the administrative direction of the
Superintendent.
REGULATION:
The
Secretary-Treasurer reports to and is directly accountable to the
Superintendent. The Secretary-Treasurer
is responsible for the legislative duties as prescribed in the School Act
for the operation of financial and business affairs within the Division.
GUIDELINES AND PROCEDURES:
The
Secretary-Treasurer may delegate the performance of assigned duties to staff
who report directly to him, but shall remain accountable to the Superintendent
for the proper discharge of these duties.
ROLE DESCRIPTION:
The
Secretary-Treasurer shall:
A. Financial
Management
1. act
as comptroller of Board revenues and expenditures
2. prepare and present annual and monthly financial status
reports and the Board's annual budget and capital plan
3. establish
and administer budget control procedures
4. establish
and administer the Board's payroll, accounts payable and receivable, purchasing,
and inventory systems
5. administer
all Board insurance policies
6. prepare
specifications and call for tenders for supplies, goods, equipment, and
services
7. invest
Board funds so as to ensure an efficient cash flow
8. ensure
that Board-approved fee procedures are implemented
9. direct
procedures respecting educational grants
10. ensure financial computing
systems remain current (hardware/software, information requirements,
report formats, etc)
B. Personnel
Management
1. maintain the personnel records of
all the Board employees (in accordance with Policy CN)
2. recruit, select, and supervise
non-certificated central office personnel,
in accordance with Board policy, labour contracts, and legislation
3. develop
and administer policies within areas of responsibility
4. oversee
student transportation system
5. act
as office manager
6. provide
school based support services
7. assist
in the development and maintenance of a school based management system
8. coordinate
implementation and maintenance of the Student Information System(SIS)
C. Property
Management
1. jointly
with the Superintendent, ensure that the property of the Board is maintained
with due regard to the health and safety of building occupants, and in
accordance with provincial statutes and regulation
2.
direct procedures necessary for the appraisal,
acquisition, lease, or sale of Board property
3. oversee
compliance of the Division with WHMIS and TDG legislation
4. develop and
administer building plans and by-laws
5. ensure
current and adequate insurance coverage;
6. compile,
maintain and administer fixed asset inventory;
D. Collective
Agreement Administration
1. act as a
resource for the Board during collective
bargaining
2. interpret
the obligations of the Board and its employees, as set forth in the collective
agreements, and ensure that such obligations are discharged
E. Board
Operations
1. maintain in
an orderly and safe condition the records, contracts, by-laws, and other
documents of the Board
2. prepare and
execute all by-laws, leases, contracts,
elections, plebiscites, etc.
3. attend board
meetings as required
4. attend
designated committee meetings and prepare relevant agendas, minutes and
correspondence
5. assist the
Superintendent in the preparation of recommendations for Board meeting agendas
as required
6. assist the
Superintendent in the development of Three Year Educational Plans
7. obtain and
provide legal opinions as required
8. act as
returning officer for local elections
9. act as
media relations contact within areas of job responsibility
10. act as
signing authority for the Division
11. other duties
as assigned by the Superintendent
Date of Adoption: July
20, 1995
Date of Amendment: January
12, 2006
Review Date: January
2009
Legal Reference: Section
96, School Act
Cross-Reference: Policy
CB-School Superintendent
Policy CCA-Organizational Chart