Office Administrator

7 months ago

Saskatoon, Canada Paramedic Services Chiefs of Saskatchewan Incorporated Full time

The Paramedic Services Chiefs of Saskatchewan (PSCS) works with the EMS profession and key stake holders to strengthen and advance EMS in Saskatchewan by ensuring high-quality, accountable patient care and to provide guidance, support, and a common voice on behalf of all ground emergency medical services members. PSCS represents 104 out of 106 ambulance services within the Province of Saskatchewan. PSCS’s vision is that all Saskatchewan people have fair access to quality Paramedicine services.

**GENERAL ACCOUNTABILITY**

The Administrator is accountable for efficient operation of the PSCS office in accordance with the mission, vision and goals as established by the association. The position will provide confidential and high-level support to the Board and membership with emphasis on the functioning of the office including financial administration using Quickbooks (40% of the job) and event management (40% of the job). The position requires timely and effective follow-up and implementation of actions with mínimal direction. The position acts as the first point of contact and resource for inquiries, concerns and issues that come to the PSCS Office in regards to ambulance provision throughout the province. The Administrator is directly accountable to the PSCS Board of Directors.

**QUALIFICATIONS/KNOWLEDGE, SKILLS & ABILITIES**
- An undergraduate university degree with training in accounting and event management; a suitable combination of education and experience may be considered
- A minimum five (5) years of progressively responsible experience providing support to senior level administrators (preferably in a non-profit business setting)
- A background in accounting/bookkeeping (specifically Quickbooks), event management, office administration, and working with a board of directors
- Extensive experience with Quick Books including preparing and understanding financial statements, budget preparation, accounts payable, accounts receivable, year end requirements (T4 preparation, GST, and preparing for an audit/review)
- Above average interpersonal skills, able to build effective teams and partnerships, maintain relations based on trust, accountability and open communications
- Demonstrate professional maturity, judgment and decisiveness
- A demonstrated ability to:

- work independently in a self-motivated manner
- effectively motivate others to achieve necessary results
- prioritize responsibilities and work effectively under pressure
- possess the ability to analyze complex situations
- Computer skills that support advanced utilization of Microsoft Office (Word, Excel, Publisher), Quickbooks, Adobe Acrobat Pro DC, survey tools, Joomla, and video conferencing (Teams, WebEx, Zoom)
- Above average written and oral communication skills
- A Saskatchewan driver’s license and access to a vehicle as travel will be required occasionally

**ORGANIZATIONAL STRUCTURE**:
Elected Board of Directors:

- Nine Directors

Membership:

- 104 member services

The Administrator reports to the President of PSCS.

**NATURE AND SCOPE**:
The Administrator is accountable:

- for providing support to the PSCS Board and its members.
- for the management and coordination of the PSCS office
- to act as a liaison with stakeholders
- for establishing and maintaining a high level of professional relationships which support exceptional collaboration and problem solving
- for facilitating effective internal and external communications
- to actively demonstrate an enthusiastic and committed attitude
- to act as a resource person regarding association and industry issues to internal committees/working groups as well as to external groups as required
- for appropriate utilization of financial resources, and all required reporting processes including financial reporting, and to provide input into appropriate resource allocation and budget control processes
- to monitor effects of decisions on members and on resource allocation
- to provide input into policy development, long range planning, program development

**SPECIFIC ACCOUNTABILITIES**:

- Effectively represent PSCS in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving or referring problems
- Effectively utilize Quickbooks to prepare monthly financial statements, invoicing, collections, bill payments (via online banking resources), bank reconciliations, budgeting and year-end financial statements
- Effectively manage the presentation of an annual convention (100 delegates and 25-30 exhibitors)and a smaller Fall General Meeting
- Provide effective and efficient committee support to the Association
- Strategically manage the Board’s schedule
- Identify, monitor and articulate, in a timely manner, critical action items and briefing the necessary people related to those issues, and effectively coordinating work across portfolios
- Interact collaboratively with paramedic leaders, Government, and Non-Go

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