Administrative Assistant

1 month ago

Guelph, Canada Alectra Utilities Full time

The Opportunity

Job Posting Number:
**2024-176**

Position:
**Administrative Assistant (Temporary - 6 Months)**

**Location**:
**Guelph**

**(Hybrid: Remote/In-office)**

Reports to:
***Vice-President, GRE&T **Centre**

Business Unit:
**Digital Innovation & Information Technology**

Division:
**GRE&T Centre**

Hours per Week:
**35**

Rate of Pay:
Number of Openings:
**1**

Union:
**No**

Open:
**June 5, 2024**

Close:
**June 18, 2024**
- Alectra is committed to putting our people first in providing a positive employee experience and a safe work environment. Our Hybrid Workplace policy allows for an effective balance for employees with the opportunity to work in a hybrid environment; a combination of Remote / In-office work based on operational requirements._

**Position Purpose**:
This position, reporting to the Vice-President, GRE&T Centre, is responsible for supporting the Vice-President, GRE&T Centre with administrative matters and calendar management. The position also plays a key role in supporting the administrative and accounting needs across all innovation domains at the GRE&T Centre. This role is responsible for purchase orders, invoicing and payment initiation, tracking and reporting; expense reports management and reconciliation; work orders management, analysis and tracking; and timesheet management and reconciliation. This role also works collaboratively with other team members to support meetings and business events hosted by the GRE&T Centre at Alectra locations.

**Key Responsibilities/Accountabilities**:

- Support the VP, GRE&T Centre with calendar management and meeting administration, including, scheduling appointments/meetings, arranging conference calls, providing meeting support and catering as required, and making travel and accommodation arrangements.
- Support each of the domain groups with administrative and accounting transactions including setting up purchase orders, inputting and maintaining vendor and billing information in JDE system; monitoring and tracking invoice payments; and responding to payment and billing inquires including follow up with vendors as necessary to ensure the efficiency and timeliness of invoicing and payment process.
- Setup new project work orders for both OM&A and Capital as required and in need for tracking detailed projects spending; assist in work orders analysis and reporting; initiate corrective actions by working with each project manager, ensuring all work orders and accounting General Ledger (GL) codes are appropriately and accurately assigned to the purchase orders and invoices.
- Manage, update and reconcile corporate credit card and expense reports for all domain Heads and for the VP, GRE&T Centre.
- Maintain a confidential filing system; prepare agendas, meeting minutes and complete required follow-up and/or distribution.
- Support timesheet management ensuring staff timesheet entries are timely and adhere to the work order allocation process; initiate communications and proper training to team members ensuring proper time allocation and work orders are used for payroll costing and reporting; track and report on vacation and other leave management.
- Build effective working relationship and work collaboratively with Budgeting, Accounting and Treasury groups, to resolve issues as related to accounting GL transactions, invoicing, billing and payments; maintain work order and chart of accounts cheat sheet; update, track and action task lists to ensure timely completion of all tasks.
- Troubleshoot and investigate issues encountered in the JDE system; coordinate and work with IT, Payroll, AP, Procurement and ERP teams to resolve the issues in a timely manner. document JDE system processes and provide on-going training to team members.
- Work closely with each domain Head at the GRE&T Centre to support year-end close and the expense and revenue accrual process, ensuring all year-end close requirements are met.
- Assist with new hire onboarding and offboarding administration, order all necessary equipment, facilitate orientations and maintain appropriate office and HR policies.
- Proactively manage various administrative procedures/tasks to ensure efficient operation of the office - ordering supplies, vacation coverage, and safety requirements.
- Work collaboratively and in conjunction with other team members to support meetings and events hosted at the Cityview location and other Alectra locations as required.
- Perform other projects and duties as assigned; support the GRE&T team members and support in building team effectiveness and cohesiveness.
- Ensure compliance to legislative, regulatory and Health & Safety policies, procedures and standards.

**Qualifications, Knowledge, Skills and Competencies**:
***

**Education & Specialized Knowledge**
- College or university degree in Business Administration or relevant equivalent.
- Professional knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and Visio.

**Experien

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