Administrative Assistant

Please Note: If you are a current Hydro Ottawa employee with access to Workday, apply to this job via the Workday application.

At Hydro Ottawa, we empower the lives of the people in the communities we serve. 

As the electricity distributor to the Nation's Capital, our work powers all the essential activities that make up our lives - at home, at work and at play. And as Ontario's largest municipally-owned producer of green power, we are leading the way to a greener tomorrow. 

We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.

Are you ready to make a difference in our community?

JOB SUMMARY
 

The Administrative Assistant primarily provides administrative support to department staff.  Examples of responsibilities include:  receiving and responding to enquiries; organizing and maintaining both electronic and manual files; opening, sorting and distributing mail; responding to routine correspondence and word-processing a variety of documents; conducting research as requested by management; producing reports and maintaining databases and records.   This position may provide administrative support to more than one supervisor.

MAJOR RESPONSIBILITIES

To ensure smooth workflow and assist with administrative tasks, essential responsibilities of the job include but are not necessarily restricted to the following:

• Receive and respond to enquiries including the resolution of internal and external customer enquiries and complaints by conducting investigations, researching and taking appropriate action

• Receive and assist visitors.

• Make meeting arrangements including follow-up with attendees regarding availability; booking rooms/refreshments; confirming date and location; setting up rooms.

• Prepare travel arrangements.

• Organize and maintain electronic and manual filing systems.

• Maintain departmental databases and records.

• Open, record and track projects, statistics, etc.

• Responding to routine correspondence.

• Word process a variety of documents including letters, reports, tables, charts etc.

• Photocopy and distribute materials.

• Open, sort, distribute and track mail.

• Source, order, receive and distribute supplies; verify invoices.

• Complete reports.

• Provide short-term relief in other administrative positions.

• Take, compile and distribute minutes and agendas of meetings.

• Perform other administrative tasks as requested

EDUCATION AND EXPERIENCE

• Minimum secondary school diploma with experience working  in an administrative function

• Proficient in the use of MS Office, in particular Outlook, Excel and Word

• Experience working within an enterprise resource planning (ERP) environment (i.e. JD Edwards)
   

ADDITIONAL REQUIREMENTS

• English essential; both oral and written

• Bilingual (English and French) considered an asset

The terms and conditions of employment for this position are governed by the collective agreement between Hydro Ottawa Limited and IBEW Local 636.

Hydro Ottawa offers a Hybrid Work Model. Hybrid work is position specific, the details of which the hybrid model will be discussed with successful candidates.

Hydro Ottawa may use artificial intelligence ("AI") during the recruitment process to aid in the screening and selection of candidates.

Hydro Ottawa is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.

Applicants must be legally entitled to work in Canada.