Job Summary:
In accordance with the Mission, Vision and Values, and strategic directions of BC Emergency Health Services, patient care and 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 the team which supports the delivery of patient care on behalf of BCEHS. The Administrative Finance Clerk provides variety of office administration, and financial support services for Managers/Directors in their respective area including, accounts payable, reconciling account balances, assisting in the review and preparation of financial documents, tracking and maintaining data, booking meetings and travel, producing reports and correspondence, as well as maintaining filing systems and databases.
Duties/Accountabilities:
1. Generates, reviews, or amends financial documentation (invoices, miscellaneous requisitions, etc.), ensures appropriate approvals (i.e. goods and services and expense authority signatures), issues documents to parties such as the contractors or vendors.
2. Reviews and verifies invoices as well as other financial documents such as travel claims/vouchers/credit card purchases, personal reimbursements, and petty cash claims for accuracy and completeness (i.e. goods and services received signature; backup documents, correct rates, prices and charges, etc.), and makes changes as required. Codes or checks codes, obtains necessary signatures/approvals, and forwards to the appropriate body for payment or reimbursement.
3. 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 the department.
4. Performs administrative duties such as responding to inquiries, screening incoming materials, sorting, prioritizing, logging, and distributing incoming/outgoing correspondence. Responds to financial queries and problems such as delayed or duplicate payments, rate changes and recording errors. Investigates issues, initiates corrective action and follows up.
5. Provides financial support/reconciles accounts such as accounts payable, coding and processing business expense forms and invoices, issuing and reconciling purchase orders and card expenditures; checks accuracy and completeness of financial documentation
6. Facilitates effective triaging of correspondence, determination of appropriate action, and timely follow up as appropriate
7. Maintains office and department supplies according to pre-determined re-order levels and arranges for maintenance/repair of equipment.
8. Produces reports, correspondence, presentation materials, spreadsheets, and memos. Maintains and updates various computer databases.
9. Generates standard and adhoc reports as required. Provides assistance in researching and compiling data for specialized reports or issues and/or creates spreadsheets to track data as required.
10. Generates and completes procurement forms for supplies, services, and equipment for the department. Ensures appropriate approvals (e.g. goods and services and expense authority signatures), issues and/or directly submits via online ordering system.
11. Performs other duties as assigned.
Qualifications:
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
i. Ability to keyboard at 45 w.p.m
ii. Ability to communicate effectively both verbally and in writing
iii. Ability to deal with others effectively
iv. Physical ability to carry out the duties of the position
v. Ability to organize work
vi. Ability to operate related equipment
