Administrative Assistant, Engineering

Responsibilities

• Provides secretarial, administrative and clerical support to the department and acts as an assistant to the department’s Director and Managers; co-ordinates Director’s daily calendar, schedules appointments and meetings, assembles and prepares agendas, background materials, attends meetings, takes minutes and follows up on action items.  Performs Microsoft Teams Meeting and Webinar set up and execution.  Books travel, accommodations and conferences for department staff.
• Receives, redirects and responds to departmental calls; acts as receptionist for the department by greeting and directing visitors.  Reviews incoming correspondence, handles when appropriate, and/or redirects to appropriate personnel for action; prepares outgoing mail.
• Composes correspondence, inter-office messages and a variety of other material.  Checks and processes a variety of records/documents, gathers information requiring interpretation and follows up on discrepancies.  Extracts and summarizes specific data from documents and reports using SAP, AM/FM, and Adobe Acrobat Pro.  Codes documents such as visa statements and invoices ensuring all charge work orders and/or account numbers are correct for management approval; creates and processes personal expense claims using SAP.
• Plans events such as communication sessions, workshops and forums for up to 380 attendees.  Researches and books venue, plans room set up, organizes catering and plans menu. Plans agenda, researches, and books appropriate speakers based on general topic ideas.
• Supports the Director in the effective maintenance of capital project information; attends to requests to investigate issues by analysing data from SAP and other systems and reports results in appropriate formats such as spreadsheets, charts and graphs.  
• Acts as DLA (Distribution List Administrator) for s: drive folders for Operations Engineering; develops and maintains filing systems, manuals and other materials; maintains departmental records including employee names and addresses and an organization chart.
• Prepares and manages Service Requests on behalf of the department for the onboarding/exit of employees, IS hardware/software requests, ordering personal/office supplies and safety equipment.
• Supports the coding and administration of invoices from external contractors and forwarding to business owner for approval.
• Support the administration and submission of requests to Procurement for services and contracts.
• Performs 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 
• Two (2) years directly related experience.
• Advanced knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, Sharepoint, Microsoft Teams) as well as other software in use in the department such as Adobe Acrobat Pro, SAP, GIS, FileNet 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.
• Ability to work well under pressure with tight deadlines.
• Ability to 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 engineering design functions, project management and associated functions.