Program Manager, Finance and Business Services

JOB SUMMARY

Finance & Business Services within the Ottawa Public Library (OPL) is responsible for library finance and business services activities, programs, services and policies, and overseeing the library’s materials delivery functions within and across OPL's 33 branches, mobile operations and digital service, including risk and performance measurement, security requirements, financial management, materials delivery, and liaison with City of Ottawa functional groups (Finance, Fleet, Corporate Security, etc.).

You provide professional leadership and management in the planning, implementation and administration of programs, services, policies, procedures and other frameworks for the following functions and oversee the materials delivery function, including:

• risk and performance measurement to library operations and service delivery, including review and management of security requirements for OPL in keeping with risk management principles and operational requirements and business case development to support new OPL products or services;


• financial management and monitoring, including budget development, expenditure management, control and reporting and financial oversight to operational and capital spending, procurement and supply, cash handling, credit card management, service and lease contracts and explorations and implementation of potential revenue generation streams;


• coordination of access to information and the administration of the Ontario Municipal Freedom of Information and Personal Privacy Act (MFIPPA) within the OPL;


• oversees materials delivery, both internal and contracted, to OPL’s 33 Branches and mobile operations;


• leads consultation with and liaises with City of Ottawa functional groups (e.g. Financial Services Unit, Corporate Business Services) to ensure OPL can fulfill reporting requirements, respond to governance requirements and is aligned with strategic plans and priorities, Fleet Services to account for, monitor and implement fleet transactions and purchases, Corporate Security to manage the OPL’s incident reporting, develop the Safety and Emergency plans and develop associated reports, etc.; and


• assists the Division Manager with strategic plans and policy-development.

You are also responsible for: establishing and maintaining positive client relationships with internal and external
management and stakeholders; developing and monitoring operating budgets; and managing the human resources of the Unit, including hiring, termination, performance management and discipline of staff as necessary.

EDUCATION AND EXPERIENCE

Completion of 4 year university degree in business administration or financial management or related field.

Minimum of 7 years of related experience in management of operating and capital budgets, risk management and performance measurement, preferably in a municipal setting. 

KNOWLEDGE

• General knowledge of the Ottawa Public Library, City of Ottawa and of corporate and OPL policies and procedures


• Sound knowledge of the vision, mission and values of the Ottawa Public Library


• Legislation, policies, regulations, guidelines and operational procedures relevant to the operational area, including the Public Libraries Act and the Municipal Freedom of Information and Protection of Privacy Act, Copyright  Act and Accessibility for Ontarians with Disabilities Act


• Principles, processes and responsibilities for managing organizational change


• Familiarity with, and adherence to the principles of intellectual freedom


• Project management principles, approaches, tools and application


• General knowledge of the roles and responsibilities of the City’s Financial Services, Corporate Security, Procurement, Fleet Services staff, policies, practices and processes, including, vehicle acquisitions, disposal and maintenance


• General understanding of governance structures between the OPL and the City of Ottawa


• Principles and practices for the coordination of MFIPPA for the OPL


• Principles, standards, processes and practices of risk management, materials delivery and performance measurement 


• Financial management, budgeting, cash handling, purchasing/procurement principles, standards and practices


• Contract document preparation, the tendering process and supervision of field services


• Management leadership competencies and motivational techniques.  Working knowledge of corporate human resource policies, practices and collective agreements related to managing in a unionized environment, including hiring, dismissal, performance management and the grievance procedure


• Methods used to deal with the media in a professional manner


• Computer applications, including MS Office (with particular strength in MS Excel), SAP, and ILS.


• Must be familiar with all applicable health and safety legislation, have knowledge of any potential or actual danger to health or safety in the work place, and have knowledge of appropriate actions to be taken in order to ensure the health and safety of staff in accordance with applicable legislation and City policies and procedures.

COMPETENCIES, SKILLS AND ABILITIES

Core Behaviours

Core behaviours define the City's expectations of the behaviours employees should demonstrate in performing their work.  They are reflective of the City's culture and values and guide all our present and future activities.  Every employee is encouraged to learn, embody, and demonstrate these core behaviours.

Review the Core Behaviours.

Leadership Competencies

The City has defined key competencies that leaders are expected to embody and demonstrate to successfully move the organization towards achieving its strategic objectives and create an organizational culture that supports and empowers employees to excel, grow and reach their full potential. These leadership competencies and associated behaviours are expected to be demonstrated by leaders at all levels of the organization. 

Review the Leadership Competencies.