Administrative Assistant – 12 Month Contract

The Opportunity

GRE&T Centre Introduction: 

A fundamental shift is underway in the global energy sector.  Consumers, with access to constantly evolving technology, coupled with a heightened sense of responsibility to tackle climate change, are a key driving force behind this shift.  

Through its Green Energy & Technology Centre (GRE&T Centre), Alectra makes energy innovations come to life. The GRE&T Centre kick starts the adoption of clean technology by identifying, evaluating, developing and accelerating emerging, clean and customer-friendly energy solutions. 

Position Purpose:

This position, reporting to the VP, GRE&T Centre, 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 and in conjunction with other team members to support meetings and business events hosted by the GRE&T Centre.

Responsibilities:

• Support each of the domain groups with administrative and accounting transactions including but not limited to: 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.
• Trouble shoot 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. 

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. 

Experience:

• 3-5 years of experience as an administrative assistant, preferably in the energy industry.
• Strong working experience in SharePoint and JDE systems including Procurement, AP, GL, Expenses, Work Order and Time Management functions would be an asset. 

Skills/Abilities/Competencies:

• Technologically savvy with excellent organizational skills with a proven ability to prioritize; demonstrate high level of business professionalism and discretion in handling confidential information.
• Strong ability to plan, prioritize and execute multiple tasks within established timelines.
• Solid problem-solving skills with strong results orientation and ability to deliver under tight deadlines.
• Adapt quickly to new technological programs and systems.
• Solid interpersonal and communication skills (both verbal and written) with positive attitude.
• Self-motivated with a solid work ethic, maintaining strong attention to detail, and the ability to multi-task in a fast-paced environment.
• Ability to build and maintain collaborative working relationships with internal and external stakeholders.
• Adhere to organizational procedures and policies to ensure outstanding productivity and performance.
• Proven ability to work collaboratively and effectively with peers in a team-based environment.
• Energetic and enthusiastic team player committed to overall success of the organization.
• Must hold and maintain a valid class “G” driver’s license. 

How to Apply

If you would like to be considered for this position and meet the qualifications, please submit your resume by visiting our Careers page at www.alectra.com/careers.

Alectra is an equal opportunity employer and is committed to providing a recruitment process that respects the dignity and independence of all candidates. Should you require accommodation at any stage in the recruitment, assessment and selection process please consult with Alectra’s People Team.

We thank all applicants for their interest in a career with Alectra. Only those selected for an interview will be contacted.

February 8, 2021