Administrative Assistant

Responsibilities

• Provide secretarial, administrative and clerical support to the department and act as an assistant to the department’s personnel; co-ordinate calendars, schedules appointments and meetings, assemble and prepare agendas, background materials, attend meetings, take minutes and follows up on action items.  Perform Microsoft Live Meeting/Webinar set up and execution.  Book travel, accommodations and conferences for department staff.
• Receive, redirect and respond to departmental calls; act as receptionist for the department by greeting and directing visitors.  Review incoming correspondence and handles when appropriate, and/or redirects to appropriate personnel for action; prepare outgoing mail.
• Assist in the tracking of department expenses as well as revenues and expenses generated from initiatives. Code documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; create and process personal and department expense claims.
• Assist with the timely preparation of data to feed the billing processes; review billing information for consistency and accuracy; prepare operating and capital budgets; generate budget system reports, variance reviews, 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.
• Plan events such as communication sessions, workshops and forums; research and book venue, plan room set up, organize and book catering and plan menu; plan agendas and book appropriate speakers based on general topic ideas.
• Organize and schedule training and complete and update spreadsheets on training to ensure staff completes required skills and training in a timely manner; gather data from various sources and prepare periodic and ad hoc reports in spreadsheets and/or summarize into formal reports; update related spreadsheet and other records
• Act as the document/folder Administrator for the department; develop and maintains filing systems, manuals and other materials; maintain departmental records including customer contracts; answer related queries, investigate and resolve problems; maintain inventory supplies/stock Contact vendors for discrepancies as well as stores
• Support managers with project assignments as required; perform a variety of other functions related to regional office needs
• 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 post-secondary courses in office administration and Microsoft Office products, plus completion of post-secondary accounting courses and two (2) years directly related experience.
• Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, SharePoint, Live Meeting) as well as other software in use in the department such as Adobe Acrobat 9 Pro, SAP, GIS, File Net and AM/FM.
• Fast, accurate typing skills (60 words per minute); ability to format various types of correspondence and complicated reports, forms, charts and presentations. 
• Good command of the English language to respond to inquiries, correct spelling, punctuation and grammatical errors, and compose correspondence.
• Excellent communication, interpersonal and organizational skills.
• Work well under pressure with tight deadlines.
• Follow high level instructions and work with detailed information.
• Previous experience with event planning for large groups.
• Familiarity with energy utility operations specifically related to business development, project management and associated functions.