Billing and Contracts Officer (Clerk 4)

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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 of concern.
• Review monthly contract reports against contracted metrics to verify performance and assess penalties where appropriate.
• Prepare and analyze reports on radio system usage.
• Provide general administrative or clerical support to the PSFC team as required.
• May support the Mobile Communications Support team within PSFC from time to time through attendance at emergency scenes or the provincial coordination centre.

Qualifications and Experience

The successful candidate will prioritize client service as the core of their work and have excellent communication and organizational skills.

You will also have at least five (5) years of related experience in contract and financial management and related administrative support. An Equivalent combination of education, training and experience may be considered.

Proficiency with MS Office Suite (or equivalent) is required.

Experience in a public safety/emergency management environment or experience with technology contracts would be considered an asset.

Experience with government procurement and payment processes, and/or the SAP financial management system would be considered an asset.

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

Equivalency

We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies include, but are not limited to:

• Completion of a 2-year diploma and 3 years of related experience.
• Completion of a related bachelor’s degree and 1-year of related experience.

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs.

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day.
• May be required to work overtime on occasion.
• Occasional travel within the province may be required.

What We Offer

• Career development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace: our employees feel valued, respected, connected, and tuned in, we have forward-thinking policies and strategies.
• Countless career paths.

Pay Grade: CL 22

Salary Range: $1,934.21- $2,139.34 Bi-Weekly

Employment Equity Statement: Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we serve. The Government of Nova Scotia has an Employment Equity Policy, and we welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application.

This is a bargaining unit position initially restricted to current civil service employees represented by the Nova Scotia Government Employees Union (NSGEU). If applying from outside a government office, employees must apply correctly via this link:

Failure to apply correctly means that your application will not be given first consideration as a bargaining unit applicant, and will only be included if external applications are pursued.

External applicants and current casual employees will only be considered if there are no qualified civil service bargaining unit candidates. PLEASE NOTE: Candidates will not be considered for an interview if applications are incomplete or are missing information.

Offer of employment is conditional upon the completion of all applicable background checks and confirmation of credentials, the results of which must be satisfactory to the employer. We thank all applicants for the interest, however, only those selected for an interview will be contacted. All questions and concerns may be directed to Competitions@novascotia.ca.