Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Within the context of the Provincial Digital Health and Information Services (PDHIS)  lower mainland consolidated area that provides services to Provincial Health Services Authority (PHSA), Vancouver Coastal Health (VCH) and Providence Health Care (PHC) and Fraser Health Authority (FHA), this job orders capital equipment and associated maintenance agreements while maintaining a record of linkages between each. Responsibilities include monitoring and maintaining vendor contracts (software, hardware, and licensing), ensuring appropriate and timely renewal and/or changes in accordance with PDHIS policies and the direction of the Department, Technology Services Managers, and Technical Project Managers. Further responsibilities entail ensuring compliance with policies and procedures, legal requirements, and contract terms and reporting requirements. The PDHIS Contracts Analyst obtains and compiles information from vendors, reviews options and makes recommendations to assist in decision making, processes renewals for capital and operating purchases from quotes through to invoicing, performs basic financial analysis of contracts, updates the asset and contract database, and provides exceptional customer service.

Duties/Accountabilities:

• Maintains software and hardware contracts and licensing agreements by methods such as maintaining a database/spreadsheet to track renewal obligations, monitoring and prioritizing renewals and contract modifications, maintaining an awareness of end of term options and bringing it to the attention of the appropriate Manager, and contacting vendors to obtain information. Investigates a variety of matters such as incorrect invoices and expiry dates of contracts and maintains shared files with copies of all work associated with an order.
• Processes quotes and prepares paper work for purchase/lease of equipment and associated maintenance contracts by checking for accuracy and comparing them to previous quotes. Identifies changes, takes follow up action and refers to a supervisor or designate as appropriate.
• Performs basic financial analysis and calculations such as determining cost increase or decrease from previous years, including percent, calculating exchange rates and taxes, dividing total cost of a contract amongst various items to determine individual cost.
• Obtains information from vendors to assist in decision-making throughout the life of the contract (inception to end of term). Analyzes and compares options (i.e, equipment choices, pricing options, contract terms), compiles information for review by the Manager outlining alternatives, and makes recommendations. Requests quotes from vendors on small-scale requests.
• Provides assistance to others in trouble shooting/resolving order requests issues, liaises with management/other departments to initiate corrective action and/or refer complex problems to others, and helps educate other departments/individuals on correct processes to follow.
• Processes invoices and reconciles individual contracts by comparing actual invoices and expenditures to purchase orders. Ensures compliance with licensing terms and conditions and resolves or refers billing/invoicing issues. Reviews, extracts, and researches information in order to determine reasons for problems or discrepancies. Takes corrective action, identifies trends and/or problems and refers them to a supervisor or designate.
• Produces a variety of regular and ad hoc reports/status updates utilizing spreadsheet software (Excel) and/or database applications (Asset Manager, SM9, Service Now) to perform duties such as gathering and checking information, summarizing information into report form, recreating reports upon request, and forwarding for review.
• Maintains a capital purchase, asset, and contract management database to record all capital purchases, their associated assets, and any maintenance linked to those assets. Works with the Asset Management team to ensure updates are done regularly.
• Performs other related duties as assigned.
  
  

Qualifications:

Education & Experience

• Grade 12, plus four years’ recent related experience or an equivalent combination of education, training and experience.
  
  

Knowledge & Abilities

• 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.