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Financial Officer

Date: November 17, 2016
Reports to (Job Title): Director, Retail Services
Jobs Reporting (Job Titles):

Accounting Analyst

Accounts Payable Coordinator

Department: Retail Services


Main Campus


USG 10
35 hr/wk

Primary Purpose

  The Financial Officer is accountable to the Director, Retail Services to provide financial management and strategic planning support to ensure the viability of Retail Services business units   The incumbent is accountable for the integrity of Retail Services internal financial statements, and to ensure financial data is processed and recorded in accordance with generally accepted accounting principles and University policies and procedures. Retail Services Organization: Book Store, CampusTech, Waterloo Store, Write Stuff, and New Media Services. New Media Services includes Media.doc centres (4), campus Fleet Copier service, and Digital Production Centre.

Key Accountabilities:


Financial Strategy and Long Term Planning

  • Provides financial analysis in support of current and long range planning, including but not limited to special projects, business development and major renovations.
  • Prepares multi-year budget projections for the department’s financial position.
  • Provides financial input including financial documentation for the Retail Services Director and Managers in support of decision-making.
  • In conjunction with the Director, Retail Services plans, prepares, and submits the annual Retail Services budget to Finance.
  • Performs ongoing monitoring of budgets and financial transactions during the fiscal year.
  • Reviews the financial statements on a monthly basis and conducts meetings with the Director and Managers to discuss any issues.
  • Presents the department’s financial analysis at the monthly Retail Services management meetings or as required.


Fiscal Management and Control

  • Provides leadership, co-ordination, and management of sales reports, inventory reports, and internal financial statements, annual budgets, annual year end reports and financial position forecasts.
  • Develops, improves and promotes strong internal controls for financial processes and transactions to minimize risks.
  • Conducts periodic audit and review of Retail Services financial resources and procedures.


Business Management

  • Ensures implementation of the accounting resources to support the Director and management team in strategic planning, budget preparation, establishing/monitoring of performance measures, operations review, identifying areas for cost reduction, forecasting and analysis of operational performance.
  • Analyzes the financial details of business operations to identify development opportunities and areas where improvement is needed.
  • Ensures the integrity and accuracy of accounting procedures for management Retail Services cash handling, reconciliation, cash floats, Accounts Receivable, Accounts Payable including audits of invoice payments, department (31 digit) charges, and clearing accounts.
  • Accountable for effective management of the Retail Services casual payroll and timely payroll reports as required by Human Resources. The incumbent serves as the primary contact for internal casual pay inquiries and is the Human Resources contact for all casual pay matters.


Finance Relations

  • Serves as the primary point of contact with Finance on financial and other business matters.
  • Collaborates with Finance to ensure strong internal controls are in place and accounting policies and procedures are documented and well understood.
  • Provides functional support to Finance on local financial systems implementations, upgrades and major business process changes.


People Management

  • Overall managerial responsibilities include day-to-day operations of the Retail Services Accounting department including hiring and supervision of staff performing financial reporting, accounting, payroll, and budgeting duties.
  • Conducts staff performance reviews, coaching, training and development of staff to achieve financial accountability.
  • Must exercise skill in managing people, effective recruitment, procedures and standards, monitoring performance and focusing on staff efforts that meet Retail Services goals in necessary.


Collaboration Management

  • Maintains productive working relationships with all Retail Services business units and provides guidance on processes that impact the operating budget, financial compliance, and stewardship of assets.
  • Participates and provides information for internal campus department audits such as Office of Research (31 digit account purchases) or other University audits as required.

Position Requirements


Undergraduate degree in Accounting or Business or equivalent. Recognized accounting designation (CMA, CA, CGA).


5+ years’ experience accounting management in a retail or business environment. Competencies will include critical thinking, strong analytical and problem solving skills, interpersonal, organizational and excellent communication skills.


MS Word Excel PowerPoint Other
General Advanced Minimal other

Nature and Scope

Interpersonal Skills:

Internally this position interacts regularly with the Director, Retail Services Managers, and Finance.   Externally, this position interacts with vendors, auditors, other campus store financial managers or directors.

Level of Responsibility:

This position is responsible and accountable for the development and management of Retail Services financial processes and initiatives.

Decision-Making Authority:

Responsible for development and implementation of strategic plans, budgets, best practices, and process improvements that support the Retail Services mission and goals, in collaboration with the Director and management team.

Physical and Sensory Demands:

Minimal demands typical of a management position within an office environment.

Working Environment:

This position is office-based with occasional travel required.