Administrative Assistant, Transmission Operations

Responsibilities

• Participate in the preparation of operating and capital budgets; generate budget system reports, variance reviews, monitor projects and maintain cost trend data. Make arrangements for purchase of capital and operating equipment and/or repairs and maintenance to office equipment and vehicles; determine requirements, obtain quotes from suppliers, compare price and quality, complete and issue purchase requisition/s in accordance with manager approval. Review, code and process invoices, expenses; enter visa statements electronically. Verify delivery of goods or services and match to purchase requisition.  Attend to related queries.  
• Process work order and related cost control and/or receivable costs billing; check documentation for completeness and accuracy, assign account distributions, review unit cost and cost allocation and process related adjustments.  Maintain related records and files; answer queries, investigate and resolve problems. Create corrective action work orders, review work orders and completes follow-up with Managers, closes work orders, prints work orders for valve maintenance, administration, leak survey, aerial/bridge crossing etc for completion of work in CMMS.
• Maintain Emergency Inventory Stock for Transmission Interior Warehouse.  Operate related equipment to order, receive and issue stock out of inventory.  Contact vendors for discrepancies as well as stores.  Provide assistance with Annual Inventory counts.  Create Purchase Orders, Requisition, Reservations for Contractors and material.
• Organize, schedule training and complete and update spreadsheets on training for all Transmission Managers to ensure all staff completes required skills and training in a timely manner. Gather data from various sources and prepare periodic and ad hoc reports, statistical summaries on spreadsheets and/or summarize into formal reports; update related spreadsheet and other records. Maintain filing system/s; maintain and update various manual/documents such as Valve Maintenance, department schedules, standards and related databases.  Update, enter mileage electronically and attend to inquires for Fleet Services.
• Check wage and salary timesheet and other pay and time data for accuracy and adherence to agreements, coding procedures, leave and other entitlement provisions, etc; process and/or update time and employee data utilizing designated system/s, prepare and maintain related pay documentation, records and files.  Respond to employee queries regarding pay matters; process all time sheets and LOA’s in a timely manner. 
• Perform a variety of other functions related to regional office needs; arrange meetings, book attendees, facilities and arrange for catering, attend meeting and prepare minutes.  Organize retirement parties, safety luncheons and other company functions.
• Book travel and accommodations for staff; obtain reservation confirmations, initiate and process forms to provide for issuance of cash advances.  Review, code and process employee expenses via company credit card statements in a timely manner.
• Provide support to Distribution when needed with handling of mail, answering phones, and other administrative functions.
• Perform duties of a minor nature related to the above duties, which do not affect the rating of the job.

Requirements

• High school graduation including courses in business communications and office practices
• Completion of two first level accounting courses or equivalent
• Two (2) years’ directly related experience
• Knowledge of computer systems operations, environment and peripherals
• Ability to operate a personal computer and utilize software applications such as MS Office (Word, Excel, PowerPoint)
• Ability to work independently, organize and prioritize tasks within demanding work schedules
• Ability to research information and investigate problems
• Ability to communicate effectively both verbally and in writing
• May require a Valid BC Drivers License