Finance Admin Support and Supervisor

Role Responsibilities

Help keep Alberta’s Risk Management Fund running smoothly by making sure claims and financial information are handled in an accurate and timely manner and are well-documented, while supporting the team and leading one administrative staff.

Reporting to the Director, Risk Management Operations, this role makes sure the claims and accounting information used to manage the Alberta Risk Management Fund is correct and complete. You will coordinate the day-to-day accounting work for the division, provide administrative support, and supervise one Administrative Support staff member.

1. Claims and Financial Data Accuracy

•    Review claims information in the Risk Management Information System (RMIS) to make sure it matches the information in 1GX.
•    Check related accounting transactions and data for accuracy.
•    Provide the ministry finance area with accurate revenue and accounts receivable information needed for the year-end audit of the Fund.
•    Prepare the year-end accounts receivable report, including outstanding subrogation amounts and invoices/inter-units.

2. Day-to-Day Accounting and Fund Administration

•    Prepare and coordinate daily general accounting activities for the Risk Management and Insurance Division.
•    Issue invoices/inter-units to Fund participants for deductibles and premiums.
•    Follow up on outstanding invoices/inter-units to ensure timely payment.
•    Enter incoming claims payments in RiskVision (RV) and determine whether they relate to current or prior years.
•    Deposit cheques and maintain related cash blotter records.
•    Make sure all invoices and expenses have the correct amounts, coding, and approvals.
•    Ensure Administrative Support staff follow correct procedures for payment requests before submission to 1GX.
•    Order stop payments/payment recalls on cheques and Electronic Fund Transfer (EFT) payments and assist with payment confirmation and vendor inquiries as needed.
•    Run expenditure and revenue reports in 1GX and support other accounting activities as required.

3. Actuarial and Audit Support

•    Collect and compile information for the annual Actuarial Report, including internal reports and RMIS data.
•    Provide information to the Actuary after review by senior leadership and resolve any issues or discrepancies.
•    Support the Executive Director in finalizing the Actuarial Report.
•    Collect and compile information for the Auditor General’s annual audit.
•    Organize and prepare documents for the Auditor General’s annual audit of the Fund.
•    Help implement audit recommendations and improved procedures.

Role Responsibilities Continued

4. Administrative and Client Service Support

•    Process payments related to purchases made with the Procurement Card (P-Card).
•    Review the quarterly revenue report and follow up on any differences or issues.
•    Provide services to internal and external clients by responding to inquiries clearly and professionally.
•    Provide other administrative support to the Risk Management and Insurance Division as needed.
•    Review absence entries for all RMI staff, excluding the Executive Director, in 1GX and compare to RMI office calendar entries, noting any discrepancies. 

5. Supervision of Administrative Support Staff

•    Plan, assign, and review the work of the Administrative Support staff.
•    Provide coaching, guidance, and on-the-job training.
•    Complete performance agreements and manage performance throughout the year.
•    Take part in recruiting new Administrative Support staff when required.

Please click the link to view a copy of the full job description.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

In this role, you will contribute to our team by demonstrating the following behavioral competencies:

•    Systems Thinking: Understands how accurate claims and accounting data support the Risk Management Fund, audits, and decision-making across government.
•    Develop Networks: Builds helpful relationships with finance staff, claims staff, vendors, and other ministries to solve issues and keep information flowing.
•    Agility: Adjusts quickly to changing priorities, deadlines, and system updates while staying calm and accurate.
•    Drive for Results: Takes ownership of tasks, meets deadlines for year-end, audits, and reporting, and follows through until work is complete and correct.
•    Build Collaborative Environments: Works cooperatively with team members and leaders, sharing information and supporting others to meet division goals.
•    Develop Self and Others: Seeks feedback, learns new tools and processes, and coaches administrative staff so the whole team improves.
•    Creative Problem Solving: Spots errors or gaps in data or processes and finds practical, efficient ways to fix them and prevent them from happening again.

Qualifications

High school diploma and four years of related experience in administration work and general accounting and/or finance.

•    Equivalency:  Directly related experience or education considered on the basis of:  
             •    one year of experience for one year of education
             •    one year of education for one year of experience.

The following are considered assets:

•    Knowledge of Government of Alberta financial policies and procedures is an asset.
•    Knowledge and experience in insurance accounting, including claims.
•    Experience with preparation of budget reports. 
•    Ability to keep confidential information secure and private.
•    Understanding of:
             •    Government structure
             •    Coding invoices for budget tracking
             •    Basic accounting and financial processes
•    Strong skills in Word, Excel, Outlook, and PowerPoint.
•    Working knowledge of computer systems, administrative processes, and financial information systems.
•    Proven supervisory experience and strong time management skills.
•    Strong written and verbal communication skills and the ability to work independently.

A cover letter outlining what makes you the ideal fit is required and will be used to help us assess your written communication skills.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

This is a full-time position working 7.25 hours per day / 36.25 hours per week, Monday through Friday.

Final Candidates for this position may be asked to undergo a security screening.

This competition may be used to fill future vacancies at the same or lower levels across the Government of Alberta.

Positions will be located in the Queen Elizabeth II Building, Edmonton

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate.

Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Leadership and mentorship programs.