The Provincial Health Services Authority (PHSA) plans, manages and evaluates selected specialty and province-wide health care services across BC, working with the five geographic health authorities to deliver province-wide solutions that improve the health of British Columbians. PHSA embodies values that reflect a commitment to excellence. These include: Patients first • Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose
Administrative Finance Clerk
Talent on Demand
In accordance with the Mission, Vision and Values, and strategic directions of BC Emergency Health Services, patient safety is a priority and a responsibility shared by everyone at BC Emergency Health Services, and as such, the requirement to continuously improve quality and safety is inherent in all patient and employee safety aspects of this position.
Reporting to the Manager, this position participates as a member of a team which supports the delivery of critical patient care on behalf of BCEHS. The Administrative Finance Clerk provides financial support and a variety of secretarial duties to the Director and Managers including monitoring and processing payments to and from various programs and organizations, reconciling account balances, preparing variance and adjustment information and assisting in the preparation of financial documents, creating spreadsheets to track and maintain data and performing related secretarial and clerical functions including booking meetings and travel, producing reports and correspondence, distributing mail and maintaining filing systems and databases.
Monitors expenditures against approved budget limits and provides financial information to the Managers and Director on year-to-date expenditures including commitments such as invoices and purchase orders; identifies issues and advises the Manager of same; records and tracks month end accrual information from vendors for and Critical Care Program operation
Prepares and processes journal vouchers to transfer or recover funds from other program areas and/or agencies.
Reconciles billings against actual trip details provided by the dispatch centre
Updates, maintains and queries the IRA and generates reports (e.g. non-contracted aircraft invoice summary, contracted aircraft invoice summary, trip details by carrier) for use by the Director and Managers to monitor spending, ensure proper use of resources and guide business decisions.
Examines air carrier billings using supplier invoices or the IRA, separates out fuel charges, checks that fuel prices used are current and accurate, determines if fuel charged to BCEHS is valid, and works with vendors to resolve any disputes or discrepancies.
Calculates and processes payments and holdbacks (fixed fees and actual flight time), monitors status (e.g. sufficient funds remaining), identifies and works with Finance and Managers and/or Director to resolve discrepancies. Prepares penalties for air carriers; calculates downtime costs and reduces re-occurring air carrier payments accordingly. The penalties for downtime are set out in the contracts with Air Carriers and are applied via credit memo or reduction of recurring standby payments.
Prepares invoices as directed to charge-back costs for work performed on behalf of third parties such as BC Children’s Hospital, BC Transplant, etc.
Expenditure/Accounts Payable Administration
Reviews and verifies other invoices and financial documents such as travel claims/vouchers, accountable advance repayments and petty cash claims, for accuracy and completeness (e.g. “Goods and Services Received” signature; backup documents, correct rates, prices and charges), and makes changes as required. Codes or checks codes, obtains necessary signatures/approvals, and forwards to PHSA Accounts Payable for payment or reimbursement.
Generates and completes procurement forms for medical supplies and equipment. Ensures appropriate approvals (e.g. goods and services and expense authority signatures), issues and/or directly submits via online ordering system.
Records invoices in the General Ledger, monitors payments against commitments, reconciles payment requests with payments made, confirms contractor/supplier account balances, informs Superintendent/ Manager/Director of discrepancies and adjusts commitment amounts as directed.
Reconciles purchasing/credit cards, petty cash and Business Travel financial accounts and financial data on a monthly basis. Investigates and resolves discrepancies, and where necessary, submits reconciliation statements.
Prepares year-end accruals for and Critical Care Program operations by ensuring all expenditures have been invoiced and prepared for payment in compliance with established financial year-end schedule.
Financial Information and Reporting
Creates spreadsheets and tracks data such as the data on drugs ordered through the Product Distribution Centre by Critical Care paramedics and Infant Transport Team paramedics.
Extracts data from IRA and creates spreadsheets to assist with financial reports as requested by Management or Finance.
Advises on the application of financial policy, procedures and requirements, and provides updates/information to staff, suppliers and contractors. Examples include advising contractors on their allowable expenses as per contractual agreements or allowable travel costs claimed by BCEHS employees. Responds to queries/issues such as delayed or duplicate payments and rate changes.
Investigates invoices and service delivery to ensure compliance with established contracts, agreement terms and BCEHS policies, initiates corrective action as required and follows up. Primary area of investigation relates to billing appearing on supplier invoices. The Administrative Financial Assistant will need to seek out missing information from suppliers or internal channels, including Patient Care Communications and Planning.
Prepares financial standard reports such as patient costs, costs per call, costs per mile and adjusting costs. Also prepares specialized reports such as the historical fuel cost per-litre on a year-over-year basis, analyzes and identifies cost patterns, applying knowledge of underlying contractual terms and utilizing financial details extracted from IRA and General Ledger.
Coordinates the provision of administrative functions for the Director, Managers and Finance Manager, Provincial Programs, such as travel and meeting arrangements, office supplies, records management, photocopying, mail distribution, and word-processing. Documents local procedures for Provincial Programs such as drug procurement procedure
Produces reports, correspondence, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases.
Compiles and collates analytical information/data to assist the Managers and Director in trending, comparing and benchmarking activities such as: costing, flight times, mileage, fuel burns, empty legs, declined dispatches, IMIT data regarding resource allocation, etc.
Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate.
Other related duties as assigned.
Education, Training and Experience
Grade 12, successful completion of a recognized accounting course and two years’ recent related experience or an equivalent combination of education, training and experience.
Skills and Abilities
Ability to keyboard at 45 w.p.m
Ability to communicate effectively both verbally and in writing
Ability to deal with others effectively
Physical ability to carry out the duties of the position
Ability to organize work
Ability to operate related equipment