Job Description

Emergency Medical Care Inc. (EMC) is a wholly-owned subsidiary of Medavie Health Services that manages and operates ground ambulance, air medical transport and medical communications operations in Nova Scotia through a performance-based contract with the provincial government\'s Emergency Health Services (EHS) division and the Department of Health and Wellness. EMC also operates TeleHealth 811 Mental Health and Addictions for Nova Scotia and Prince Edward Island for the Department of Health.

EMC delivers a high-quality pre-hospital care program and Telehealth service to Nova Scotians every day. We achieve this through more than 1,400 employees, including highly-trained paramedics, nurses, medical communication officers, and support staff.

As an employee of EMC, we are accountable to our patients and coworkers by participating in and supporting all safety-related initiatives and acting in a manner that fosters a culture that focuses on patient safety and a healthy, safe and respectful workplace.

Job Title: Executive Administrator, Finance

Department: Finance

Competition: 85902

Internal/External: Both

Employment Type: Full Time Term (16 Months)

Location: Dartmouth,NS

Salary: Comprehensive Compensation

Reports To: Executive Director of Finance

Reporting to, and under the supervision of the Executive Director of Finance, the Executive Administrator, Finance is responsible for providing business support and administrative services to the Finance department in order to assist employees and leaders to minimize the effects of illness and injury on staff, the workplace and patients, and to promote a healthy lifestyle with the focus of enhancing existing levels of health, productivity and well-being.

This position requires high quality, accurate and reliable work from a flexible and responsible individual, who will work within a confidential work environment, assisting in the efficient and effective management of Finance processes, ensuring inquiries and general administrative issues are dealt with in a timely and appropriate manner.

Duties and Responsabilities

• Type\'s correspondence, memos, confidential reports, agendas, minutes and presentations from written draft. May upon request, compose replies for general correspondence on behalf of Executive Director/Manager/Supervisor. Proofreads transcribed correspondence for grammatical accuracy, sentence structure and content. Determines the appropriate communication tool to send correspondence (i.e. courier, mail, e-mail, scanned or fax).
• Compiles Executive Director Reports, Manager Meeting minutes, mail merges, letters
• Organizes and coordinates meeting bookings, travel arrangements, meeting facilities, video conferencing and telephone conferencing
• Compiles monthly expense claim forms, summary timecards, vacation requests, as well as maintains the appointments and Outlook calendars of the Executive Director of Finance.
• Prepares and reconciles monthly visa statements and/or invoices for processing
• Receives and prioritizes phone messages, e-mail, faxes, mail, couriers etc. for the Department.
• Attends and participates as directed for submission of required CAAS Finance project plans.
• Coordinates all reporting deliverables including but not limited to weekly ELT reports, monthly report submissions, EHS contract reports and Medavie reports. This includes gathering information, tracking due dates, submissions, approvals of final versions and submissions.
• Runs reports from Manulife, WCB, Blue Cross and WorkDay sites
• Monitors file retention guidelines and process for Finance employee files
• Process invoices for catering, facilities, workshops, outsourced printing.
• Maintains Executive Director\'s filing system and keeps an accurate record of correspondence and reports. As well, assist in maintaining payroll and payables filing systems. Prepare monthly invoices for government and compile supporting documents.
• Assist benefits team in tracking leave of absences, maintaining up to date records and submitting documents and correspondence as required
• Provide front desk reception coverage as required.
• Support finance teams in general business functions including but not limited to data entry, scanning, filing, coding invoices and assisting in processing accounts payable
• Attends and participates in projects as required.
• Completes special assignments as required.

Education / Experience:

• Minimum one-year business college course.
• Five to seven years related administrative experience. A combination of experience and education will be considered.
• Previous experience working in within finance or accounting department preferred
• Requires extensive knowledge of the policies, structure and functions of internal administrative systems and practices applicable to private industry.

Knowledge & Skills:

• Superior diplomacy in professionalism and confidentiality required.
• Excellent communication and interpersonal skills, including effective listening skills.
• Strong ability to multi-task, keep track of due dates and meet multiple deadlines.
• Ability to provide excellent customer service and administrative support
• Self-starter that can work independently, but also be a strong team player.
• Exceptional organizational skills with the ability to multi-task and meet deadlines.
• Proficient in Microsoft Office, specifically Word, Excel, Outlook, PowerPoint and SharePoint , and able to enter data and locate records in databases.
• Demonstrates effective listening skills and the ability to follow instructions.
• Exercises good judgment and decision making skills.
• Demonstrates excellent organizational and time management skills to adequately prioritize workload.
• Experience with workday considered an asset
• Highly confidential
• Able to be flexible and perform different functions supporting the finance teams as needed
• Able to work well under pressure, often under strict time deadlines.

#CBM1

EMC falls under the Nova Scotia provincial protocol for mandatory COVID-19 Vaccination. In accordance with this mandate, subject to any approved accommodation, all new employees hired or existing employees (applying for new positions) will be required to be fully vaccinated against COVID-19. For clarity, "fully vaccinated" means 14 days or more after receiving the number of doses or combination of doses of a vaccine approved by Health Canada or local public health agencies in the jurisdiction in which they will be employed.

Our goal is to be a diverse workforce representing the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates, including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, and persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.

Medavie Blue Cross