Administration Support and Junior Facilities Analyst - Jobs in Regina, SK

Job Description

Who is eHealth SaskatchewaneHealth Saskatchewan is a Treasury Board Crown Corporation with a unique blend of healthcare, information technology, and citizen services. Our vision is “Connected healthcare, accessible to everyone, everywhere” with a mission to “Collaborate to transform healthcare through the use of information and innovative technology”. It is a complex environment, constantly evolving and quickly changing as we live our values of excellence, integrity, teamwork, courage, resilience and collaboration.A large and complex organization, eHealth is comprised of 30+ clinical and non-clinical program (service) areas that all work together to support health care providers and teams across the province in delivering the best possible care to patients, providers, citizens, and health system users. Programs range from primary care to acute care, and includes laboratories, pharmaceuticals and diagnostics. Additional programs that also support patient care and information, include Virtual Care, the MySaskHealthRecord, and the Provincial Electronic Health Record.eHealth is also responsible for the administration of various pieces of legislation to manage the registration of/changes to all vital event records (e.g. birth, marriage, death, etc.), registration of legal name changes, registration of adoptions, and for maintaining the provincial health registry for health services eligibility and distribution of health services cards. The eHealth teams engage directly with health system partners and other stakeholders both provincially and federally to ensure all services are delivered efficiently and effectively.About the Procurement & Finance Administrative Support and Junior Facility Analyst Role:The facilities and procurement Finance department within eHealth’s Corporate Services Division is seeking a skilled, analytical and detail-oriented individual with excellent communication skills for a Junior Facilities and Administration position. Reporting to the Director, Financial Management Services, this position’s priority will mainly be to support the procurement and contract team. provide support to the Finance team. This position will work closely together with another Procurement & Finance Administrative and Junior Facilities Analyst, where they will provide backup for each other’s duties to ensure coverage. The responsibilities of this position will include daily administration for finance and contract management, as well as supporting the facilities analyst for onsite facility support.Responsibilities:Financial Management

• Maintain filing system for all accounts payable invoices
• Maintain and track all approved journal entries
• Data entry of invoices into accounting system as required
• Maintain master vendor listing
• Assist in year end and interim audit as required

Contract Management

• Maintain contract database, enters contract details into the database for tracking purposes
• Maintains paper and electronic filing of all contracts
• Routes Contracts and Purchase order for delegated authority approval
• Corresponds with Vendors on contracts to ensure timely execution. And follows up as required
• Maintains start and end dates of contracts in database, and provides reporting

Procurement

• Attend all procurement activities and record minutes
• Assist in filing and tracking of all documentation for public procurements
• Track Procurement milestone activities

Facilities

• Procures services required to maintain the organization’s facilities (e.g. janitorial, repairs, moving, etc.)
• Backup to eHealth’s Chief Fire Marshall to ensure the fire and emergency safety plan is maintained, updated and tested. Assists in the coordination of annual Fire Drills
• Working in conjunction with Risk Management to ensure access to the facility when required and all safety protocols are adhered to.
• Ensure emergency equipment is maintained such as Fire extinguishers, Automated External Defibrillators etc.
• Coordinates the organization’s parking space requirements and maintains all documentation
• Coordinates office requirements (e.g. space, furniture, special needs, etc.) for the organization. Analyzes current and future needs relating to the allocation of space for employees and provides recommendations to Management.
• Coordinates deliveries requiring the loading dock and freight elevators with vendor and Cornwall Centre for the freight.
• Maintain records for eHealth for all training and certifications regarding facilities and safety such as: OHS, First aid, Emergency training, Data Centre and Vault fire suppression training.
• Participating on related committees such as OH&S

What are we looking for

• Bachelor Degree in Business Administration or other related field, or Certificate in Administration
• 1+ years progressive experience in an administration role with strong understanding of computerized software for entering and formatting and obtaining data
• Experience in Facility management is an asset
• Strong customer service, problem solving, organizational, planning, communication, and analytical skills are essential.
• Proficiency with Microsoft Office is required.
• Proven track record to meet deadlines while handling shifting priorities
• Self-motivated and ability to thrive in an ambiguous environment

Competencies:Knowledge - knowledge of applicable accounting principles and/or procedures.Communication - ability to clearly and concisely compose and/or edit correspondence, reports and manuals to request or provide information. Ability to verbally provide clear, concise and accurate explanations of policies, procedures, entitlements and other information.Leadership - ability to provide information and explain procedures to new employees to help them achieve set objectives.Problem Solving - ability to identify and assess problems, explore options and implement appropriate solutions using applicable policies and guidelines.Interpersonal - ability to calmly listen, assess and clarify problems and respond with options to clients, co-workers and/or vendors who may be angry, confused or upset.Team/Independence - ability to work independently and work cooperatively with others in a team environment to establish, build and maintain positive work relationships and to ensure deadlines, goals and objectives are met.Organizational - ability to plan and organize a large volume of work taking into consideration frequent interruptions, and conflicting and changing priorities to meet tight deadlines. Ability to maintain and archive hard copy of electronic records management systems in order to quickly locate and retrieve information when needed.Analytical - ability to accurately compile, calculate and summarize data to make adjusting entries, complete and/or approve financial statements, amortization, year-end schedules, forecasts and the budgets. Ability to examine, understand and appropriate apply portions of acts, regulations, agreements, policies, contracts and procedures to accounting related issues. Ability to compare, recognize and correct discrepancies within multiple sets of data in order to balance financial data and ensure integrity. Ability to check and verify documentation for completeness and accuracy in accordance with applicable policies and procedures.If this role sounds like the opportunity you’ve been looking for to challenge yourself, make a difference in people’s lives, and showcase your abilities – we would love to hear from you.Occ Code and Level: FAC06Anticipated Start Date: February 27, 2023We are committed to workplace diversity.Number of Openings: 1Closing Date: Feb 13, 2023, 11:59:00 PMQuick Apply

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