Administration Support and Junior Facilities Analyst

4 days ago

Regina, Canada eHealth Saskatchewan Full time

**Who is eHealth Saskatchewan?**
eHealth 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

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