Coordinator, Financial Operations

Edmonton Catholic Schools is seeking a temporary Financial Operations Coordinator to join their Financial and Business Operations Team at Facility Services!

The Coordinator, Financial Operations plays a key role in reporting the financial performance of the Operations & Maintenance portfolio. By preparing and maintaining financial and administrative data, the coordinator ensures informed decision-making and contributes to the department’s overall efficiency. The role supports continuous improvement by helping to develop streamlined processes and implement technological enhancements. Through collaboration and coordination across teams, the Coordinator, Financial Operations helps maintain organizational alignment and operational consistency. This position is essential in fostering a data-driven, well-organized, and forward-thinking environment within Facility Services.

RESPONSIBILITES & ACTIVITIES

Financial Responsibilities and Reporting (40%)

• Support department financial activities including reviewing and monitoring expenditures to ensure proper coding, allocation, and reconciliation.
• Prepare accounting entries for review and review accounting entries prepared by other staff.
• Prepare reports and visualizations by using software tools to provide clear insights into departmental performance, facilitating informed decision-making and strategic planning.
• Identify qualitative and quantitative trends by analyzing and reviewing data to determine opportunities for improvement and drive continuous efficiency.
• Participate in the development and maintenance of an effective system of internal controls to ensure compliance and operational integrity.

• Review work orders for accuracy by sampling work orders, verifying details against actual work performed, and correcting any discrepancies to ensure information is complete and accurate.

Technical Development and Applications Support (30%)

• Determine back-end workflow processes and structure for applications to streamline operations, enabling smooth application functionality and user experience.
• Develop guidance and training manuals, conduct training sessions, and provide ongoing support to standardize procedures and enhance employee proficiency, ensuring high-quality work output.
• Maintain data by regularly updating databases, performing data validation, and ensuring data integrity to keep accurate and reliable records, supporting informed decision-making and operational efficiency.
• Participate in the implementation of new applications to ensure successful deployment and integration of new applications, enhancing overall system capabilities.

• Document and communicate application issues to relevant stakeholders, test applications, and provide feedback to resolve application problems promptly, ensuring minimal disruption and maintaining high performance standards.

Administration & Records (30%)

• Identify and develop best practice guidelines for the Facility Services department by researching industry standards, assessing current processes, and collaborating with employees to drive operational excellence.
• Determining access requirements for new employees and providing access to relevant department lists, back-end databases, and software applications.
• Maintain department-wide administration records by regularly updating applicable documents to provide up-to-date information for internal reference, planning, and compliance purposes.

KNOWLEDGE, SKILLS, & COMPETENCIES

Knowledge:

• Degree or Diploma in Accounting, Business Administration, or related field plus a minimum of three years of related experience.
• Understanding of Public Sector Accounting Principles (PSAS) and basic accounting principles and financial policies and procedures.
• Experience using various electronic, financial, and computer systems and software.
• Experience in Public Sector or Education is considered an asset.
• Knowledge of records and data management principles.
• Experience in developing high-quality reports, procedures, and comprehensive training materials.
• General knowledge of the Division’s operations and business and general understanding of the Division’s mission and vision in a faith-based environment.
• Knowledge of records management principles, the Protection of Privacy Act (POPA), and the Access to Information Act (ATIA).
• Knowledge of workplace safety and awareness of Occupational Health and Safety regulations.

• Knowledge and alignment with the Division's administrative procedures

Skills:

• High attention to detail with strong problem-solving and analytical skills.
• Proficiency in financial reporting and data management.
• Excellent written and oral communication skills with high financial and numerical literacy.
• Strong time management skills and the ability to balance conflicting priorities.
• Strong teamwork skills and the ability to coach and mentor department staff
• Strong assessment skills to evaluate effectiveness of projects, processes, and workflows

• Skilled in presenting technical information to individuals across all organizational levels, ensuring clarity and understanding.

Competencies:

• Adaptability to changing environments and the ability to manage multiple projects simultaneously.
• Continuously seek innovative and creative ways to improve work performance, anticipate and respond to change, and challenge the status quo.
• Ability to exercise tact, discretion, and confidentiality in all interactions.
• Aptitude for identifying issues and implementing effective solutions and ability to identify trends and opportunities for efficiency through data analysis.
• Ability to work independently to carry out work to completion

Temporary position until December 2027