SERVICE PROVIDER SUPERVISOR - FINANCIAL SERVICES COORDINATOR MINISTRY

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SERVICE PROVIDER SUPERVISOR - FINANCIAL SERVICES COORDINATOR MINISTRY Powered By Docstoc
					      SERVICE PROVIDER SUPERVISOR – FINANCIAL SERVICES
       COORDINATOR MINISTRY OF SOCIAL DEVELOPMENT &
                 ECONOMIC SECURITY (MSDES)
              Reports to: MSDES District Supervisor/ Reception Centre Manager


DESCRIPTION
Responsible for the planning and implementation of Emergency Financial Services.

DUTIES
Before an Emergency
•    Meet with the local ESS Director and PDA volunteers;
•    Explain to the ESS team and PDA volunteers the procedures for paying ESS bills;
•    Provide ESS Directors with Supplier Consent Forms, a “Letter of Intent”, Referral forms
     and the ESS files forms and kits;
•    Maintain contact and assist the local ESS team, attending ESS meetings whenever possible;
•    Ensure MSDES staff are informed of ESS planning and trained to operate Financial
     Services in an emergency;
•    Assemble an ESS Financial Services Box;
•    Maintain a Financial Services staff call-out list.

During an Emergency
If working from ESS Headquarters (when more than one Reception Centre is open)
•     Inform the District Supervisor or Regional Executive Officer of the ESS response and
      initiate MSDES call-out procedures if necessary;
•     Go to the ESS Headquarters with the Financial Services Box. This Box should include ESS
      forms, stationary supplies, policy and procedures, and other supplies deemed necessary;
•     Report to the ESS Alternate/Deputy Director at the ESS Headquarters;
•     Set up your assigned workstation or area;
•     Ensure that a MSDES staff person(s) is located at each Reception Centre to act as one of
      the Services Provider Supervisors, whose primary responsibility is to look after ESS
      financial issues at the Reception Centre. For example:
•     Ensure that Referral Forms are completed correctly;
•     Advise Service Providers on service requests outside of PEP guidelines.
• Ensure that the MSDES staff person(s) working at each Reception Centre is equipped with a
    Financial Services Box;
• In concert with the Reception Centre Managers, supervise MSDES staff working from the
    Receptions Centres;
• Address inquiries from MSDES staff at the Reception Centres on financial issues;
• Call PEP (either the duty officer or Regional Manager) to obtain authorization for unusual
    (but reasonable) service requests and expenses outside of the PEP guidelines;
• Deal with suppliers’ concerns about payment;
•   If the emergency is likely to last more than 8 hours, arrange for authorization and activation
    of additional staff, from the REO, and set up rotating shifts of MSDES staff at each
    Reception Centre;
•   Record hours staff work in assisting local ESS team;
•   Attend meetings and briefings at the ESS Headquarters;
•   Assist with conflict resolution if needed;
•   Consult on discretionary decisions;
•   Keep a record of all decisions made.

If working from a Reception Centre (when only one Reception Centre is open)
• Inform the District Supervisor or Regional Executive Officer of the ESS response and initiate
    MSDES call-out procedures if necessary;
• Go to Reception Centre (or disaster site, or ESS Headquarters if more than one reception
    centre is open) with the Financial Services Box. This Box should include ESS forms,
    stationary supplies, policy and procedures, and other supplies deemed necessary;
• Report to the Service Provision area at the Reception Centre;
• Act as one of the Service Provider Supervisors, whose primary responsibility is to look after
    ESS financial issues at the Reception Centre;
• Assist Service Providers by:
• Ensuring that Referral Forms are completed correctly;
• Dealing with service requests outside of PEP guidelines;
• Call in PEP (duty officer or Regional Manager) for authorization of unusual, but reasonable
    expenses;
• Dealing with suppliers’ concern about payment, consult on discretionary decisions;
• Assisting with conflict resolution if needed.
• Participate in Reception Centre meetings and briefings;
• If the emergency is likely to last more than 8 hours, arrange for authorization and activation
    of additional staff, from the REO, and set up rotating shifts of MSDES staff;
• Record hours staff work in assisting local ESS team;
• Keep a record of all decisions made.

After an emergency
• Participate in operational debriefing sessions;
• Ensure all MSDES overtime claims from the response are submitted to payroll;
• Process invoices and Referral Forms from suppliers;
• Receive ESS Files from the ESS Director and store in secure file in accordance with FOI
    Policy;
• When authorized by PEP, continue to approve allowable costs for evacuees who are unable
    to return to their homes;
• Write a report to the ESS Director and MSDES Supervisor;
• Provide the ESS Program Office with lists of workers who participated, so they can be
    recognized by the Ministry;
KNOWLEDGE, SKILLS AND ABILITIES*
• Step by Step Workshop offered by the Justice Institute of BC;
• Good understanding of financial services procedures;
• Decisive, resourceful, with ability to prioritize;
• Excellent organizational and interpersonal skills;
• Leadership skills and ability to delegate;
• Strong communication and report writing skills, both written and oral;
• Organized, adaptable, calm and physically able to function in a high stress environment.

SUITABILITY
• Must be MSDES staff, preferably an Financial Assistance Worker (FAW);
• At least 19 years of age (16-18 years with parental consent);
• Must be available to respond on short notice;
• Must be able to work long shifts as required.

GENERAL
•  Be honest and open with other volunteers regarding your intent, needs and skills;
•  Work in a professional manner and be respectful to evacuees and team members;
•  Respect the confidentiality of evacuees and responders;
•  Have a desire to be of assistance to others;
•  Adhere to ESS Standards of Conduct at all times.


* On-site orientation and specific training will be provided whenever possible.