Project Clerk, Characterization

2 weeks ago

Port Hope, Canada Canadian Nuclear Laboratories Full time

The PHAI is a federal initiative to clean-up low-level radioactive waste situated in the Municipality of Port Hope and the Municipality of Clarington. The project involves remediating a large number of contaminated sites to establish clean-up criteria and consolidating the wastes in a new engineered mound (one in each community).

The Project Clerk will support the SSS Characterization & Design team and report to the Manager, Characterization and Design.

RESPONSIBILITIES

The Clerk is required to prepare documents, track and transmit documents internally and externally with project stakeholders.
- Project Deliverable Transaction Management: Interacts directly with the Project Delivery Team and other stakeholders and develops and maintains a system to manage project deliverable transactions, monitoring and reporting on upcoming deadlines and providing accurate status updates
- Document Management: Manages controlled documents per CNL procedures. This includes submission of finalized deliverables to CNL document repositories (Atom/TRAK). Knowledgeable in implementing CNL document numbering system for branch documents and records.
- Project File Management: Assists with the development of the file structure and maintains up-to-date project files
- Meeting Management: Sets-up meeting notices, reserves meeting rooms, establishes agendas per meeting stakeholder input, prepares meeting room in advance of meeting including tele/video conferencing) and catering; escorts visitors; copies and distributes meeting materials, manages meeting attendee lists, prepares meeting minutes and once finalized, distributes meeting minutes.
- Assists project team with coordinating the signage of documents and transmitting or mailing documents to property owners or external stakeholders.
- Performs photocopying/scanning; sends/receives faxes
- Compilation of complex documents.
- Completes other duties as assigned.

QUALIFICATIONS

Secondary School Graduation plus post-secondary training in Office Administration or other applicable program, and a minimum of 2 to 4 years related experience or the equivalent.

Excellent interpersonal, written and oral communication skills are essential, as well as good planning skills and a highly organized approach to work.

Demonstrated ability to use tact, diplomacy, trust and discretion in handling of sensitive and confidential information.

Team oriented with demonstrated ability to work well with others and promote positive work environment.

Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel) is required, and the ability to manage controlled documents per CNL procedures.

Ability to learn and adapt to software and technical changes.

Must be able to create and maintain spreadsheets to track and provide the status of project deliverables as required by the project team

Demonstrated ability to comprehend and relay information concisely and accurately, and to work with minimum supervision in an environment requiring initiative and the ability to work effectively with all levels of personnel.

Must have the ability to work, plan and prepare own work schedule; develop, measure and assess goals; manage time, all under demanding and diverse situations.

Good judgment, initiative, strong drive, positive attitude and consistent, careful attention to detail are essential to solve problems and obtain and analyze data.

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