Billing and Contracts Officer

**Competition #**: 45805
**Department**: Emergency Management
**Location**: DARTMOUTH
**Type of Employment**: Permanent
**Union Status**: NSGEU - NSPG
**Closing Date**: 01-May-25 (Applications are accepted until 11:59 PM Atlantic Time)
About Us
The Department of Emergency Management is responsible for leading disaster and emergency planning, preparedness, response and recovery activities on behalf of the Province of Nova Scotia. The objective of the Department is to ensure that Nova Scotians are safe, prepared and resilient in the face of disasters and emergencies. The Department leads the coordination and co-operation of partners and resources during provincial level critical incidents, supports municipal and other partners in regional level and local events, administers the province's 911 service, maintains critical communications infrastructure and supports operations of our regional emergency management centres. The Department also works to ensure critical government services continue to function during and after critical events.
The Regional Operations and Infrastructure Branch enhances the safety and resilience of our Province by:
Strengthening critical communications infrastructure through the establishment and oversight of the Public Safety Field Communications Agency. The Agency's mission is to create a Centre of Excellence in the delivery of public safety communications, dispatch, and related technologies across Nova Scotia and Atlantic Canada
Establishing and maintaining Regional Emergency Operations Centres (REOCs) in 6 regions in Nova Scotia. The REOCs provide leadership in building regional emergency operations networks; ensuring collaborative efforts around emergency planning, training and exercising and developing regional plans for equipment and stores to support emergency response
Coordinating response to regional emergencies
Strengthening local and regional emergency preparedness through outreach and education to Nova Scotians at community events, schools, organizations, and through information sessions
Fostering strong collaboration, communication, and emergency management planning with regional partners, including the development and coordination of regional Nova Scotia Guard networks
Providing information to the Provincial Coordination Centre and the 24/7 Watch Desk staff to ensure real-time situational awareness, coordination, and support during emergencies and actioning critical information received from the Provincial Coordination Centre in the regions
About Our Opportunity
The Public Safety Field Communications Agency is responsible for managing public safety and public works, including two-way radio communications, infrastructure, and dispatch services on behalf of the Province.
The Agency manages over 400 tailored contracts and agreements with various municipal, provincial, and federal entities, as well as neighbouring provinces, and private sector entities, for the use of radio systems and infrastructure, and dispatch services. The Agency also manages multiple contracts with service providers who provide telecommunications services and equipment.
The Billing and Contracts Support Officer will be responsible for the administrative management of these contracts, including customizing new contracts to suit client needs, managing approvals for new contracts, renewals, and modifications, handling all billing and rebilling activities, and reporting associated with the contracts. They will also assist the Manager in managing and administering contracts with major service providers, by reviewing billing, performance and financial reporting, and identifying issues for resolution.
Finally, this position will also manage all financial transactions on behalf of the Agency, such as managing the coding of invoices, review of amounts against contract terms, processing of accounts payable, accounts receivable, and tracking of accounts transactions.
Primary Accountabilities
Provide administrative management of significant quantities of contracts where PSFC is either the service provider or the client. Manage contract approval and amendment processes to keep agreements up to date.
Maintain accurate contract records with regard to billing details, expiry dates, and key contacts.
Manage all financial transactions in PSFC, including billing and re-billing associated with the various contracts, tracking of all financial transactions, following up on outstanding payments, processing significant quantities of invoices and payments.
Reviews and verifies all invoices submitted to the agency, ensuring proper back-up documentation, authorization, vendor and tax coding, and cost centre/order numbers are assigned properly.
Responds to vendor and staff inquiries in a timely manner with regard to the payment of claims and invoices, and maintains records of original source documents for audit and other legal requirements
Exercises sound judgement in prioritizing issues to meet all deadlines and identifies areas