Administrative Assistant

2 months ago

Edmonton, Canada EPCOR Full time

Highlights of the job

EPCOR Water Services (EWS) has an exciting permanent full-time opportunity for a highly organized and proactive Administrative Assistant to join and support the Wastewater Collection (WWC) Team working at the Aurum site in Edmonton, AB.

The WWC Administrative Assistant_ _is accountable for providing administrative support to the Flow Control Facilities group, directly, and the Wastewater Collection team in general. This includes financial tasks, such as processing and tracking purchase orders and invoices, general administrative tasks such as data entry and collation and the production of reports from Oracle and IVARA and organizational tasks, such as managing agendas and calendars as well as taking and distributing minutes.

What you’d be responsible for

The WWC Administrative Assistant_ _is accountable to the Senior Manager, WWC Flow Control Facilities and operates within the context and prescribed limits established by the Senior Manager. Your key accountabilities in the role include, but are not limited to:

- Ensuring the delivery of optimal results against appropriate performance metrics including:

- Accuracy
- Reliability
- Thoroughness
- Timeliness
- In accordance with EPCOR's purchasing policies, providing timely and accurate administrative support for maintenance staff and the purchasing function including:

- Processing requisition requests on behalf of WWC staff.
- Providing advice to staff on matters related to purchase orders and invoices.
- Completing receiving of invoices in Oracle.
- Reviewing the monthly "invoices on hold" report and following up on outstanding/overdue invoices with the requestor.
- 'Processing "normal" priority purchase order requisitions within 2 working days. Processing "high" priority requisitions within one working day; and
- Following up with all requesters who have "invoices on hold," and assisting them (if required) to have the invoices paid. Target - no invoices more than 30 days overdue in a given month, unless a maintenance manager has directed the payment not be made.
- Processing and tracking purchase order requests, invoices and other relevant documents for multiple work groups in WWC, submitting P-Card Reconciliation reports for staff and responding to inquiries and requests from AP and Finance.
- Auditing time entries in Oracle for work group and running monthly KPI Report for FCF.
- Maintaining group-filling system in SharePoint and hardcopies for the year.
- Submitting TSRs, ordering PPE Commercial clothing, tracking pump station keys, ordering office supplies, submitting vision care forms for employees, taking new ID Access card photos, running overtime report for Team Leaders and entering Star Point requests.
- Posting all pertinent information on bulletin boards for all EPCOR employees at Aurum.
- Managing agendas, calendars and minutes for monthly meetings and registering staff for Town halls, Safety Summits or any other training.
- Setting priorities with an appropriate sense of importance and planning with an appropriate/realistic sense of the time requirement involved and acting quickly and decisively in a crisis, rather than waiting and hoping the problem will resolve itself.

What’s required to be successful

Qualifications, experience and behaviours you possess are:

- High school diploma (GED, or equivalent level of secondary education)
- Administrative Professional Certificate or Business Administration Diploma from a recognized post-secondary institute would be an asset.
- 5+ years of directly and progressively responsible experience in a senior administrative related position which will include:

- General administrative support and coordination for senior leaders.
- Calendar management and meeting logistics.
- Document and records management.
- Managing multiple priorities, administrative coordination and logistics.
- Event planning/coordination from start to finish.
- Reconciling P-cards/expenses and invoices.
- Proficient in Microsoft Office suite 365, Outlook, MS Teams and Oracle.
- Skills and knowledge with ERPs and SharePoint.
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
- Proficient in developing systems to organize workflows, assure quality and provide timely services.
- Proven ability to prioritize while managing competing priorities and meeting deadlines.
- Ability to actively listen and use creativity to solve issues that arise.
- Professional and polished demeanor.
- Advanced skills and administrator knowledge in SharePoint design would be an asset.

Other important facts about this job

Jurisdiction: CSU 52

Class: A3

Hours of work: 80 hours biweekly

Wage: Starting at $33.21 per hour

Please note the following information:

- A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work

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