Operations Administrative Assistant Jobs

Provides confidential administrative support services to the Operations Divisions within the Corporation, including support to the Chief Operating Officer and Division Directors and Managers, as well as other NTPC employees. Supports the coordination and scheduling for major projects involving Operations and various other Divisions including annual shutdowns, scheduling for the hydro sites and ad hoc projects as they arise. Provides coverage for the Administrative pool which supports other Divisions in the organization.

• Other duties as required.
• Monitor and replenish office supplies for the Yellowknife administrative office.
• Must possess strong Windows computer skills preferably in MSWord, Excel, and PowerPoint applications.
• Coordinate the assignment and maintenance of Corporate accommodation managed by the Divisions including coding of costs, ensuring the booking system is working correctly, ensure checks are completed and documented by the operations staff on check outs to facilitate appropriate follow through on maintenance, restocking of facilities, and identification, assignment and follow up of required repairs for facilities.
• Requires the ability to work independently with limited supervision.
• Organize and finalize agendas and take minutes at meetings as required by the operating Divisions. This may include facilitating catering orders and meeting rooms if applicable. Meetings may ad hoc or regularly scheduled meetings such as Joint Occupational Health and Safety meetings, weekly division meetings, committee meetings led by or supported by Operations Divisions.
• Ensures files and records are maintained in accordance with the corporate Records Management System.
• Facilitate content management for the operations divisions on internal and external websites to ensure the corporation’s information is current and professionally presented. Provide feedback on ease of use and access to information for internal and external websites.
• Must possess excellent written and oral communications skills.
• Must undergo a successful Criminal Records Check.
• Assist in the preparation of documents that may include agendas, board materials or briefing notes for the President & CEO, Chief Operating Officer and/or Directors.
• Working with Operations Managers and Directors or Chief Operating Officer, supports the coordination and scheduling for ad hoc and recurring major projects involving Operations and various other Divisions including annual shutdowns, scheduling for the hydro sites and ad hoc projects as they arise.
• Must possess excellent analytical skills and structure problem-solving abilities.
• Assist with the planning and organization of Division and Corporate employee and public events.
• As a member of the shared administrative pool, will support duties of the shared administrative pool as required, as well as acting for the Team Leader, Administrative Services from time to time.
• Serve as the PCard Area Coordinator for the three Operations Divisions Hydro, Thermal and the Transmission and Distribution Employees including collection of completed PCard reconciliations from Managers/ Directors, completing clearing entries in the Great Plains accounting system and completing the proper filing requirement for completed reconciliation. Duties may also include organizing and preparing reconciliations for Directors.
• Must have ability to recognize and act on urgent matters.
• Must be a self-starter and able to work with little direction, while managing multiple tasks and frequent interruptions
• Reviews and prioritizes mail, determining what information or recommendations require immediate attention. Prepares courier packages etc. when required.
• High School Diploma and a Certificate in Office Administration with 5 or more years related office experience including administrative experience.
• Must be able to effectively communicate requests for information to a wide range of employees.
• Provides confidential administrative support across the Operation Divisions, as required.
• Develop and maintain various calendars of events and any Action Items to assist the Chief Operating Officer and / or Directors to meet obligations as agreed for various groups including; Board of Directors, Senior Leadership, Committees, JOHSC meetings, etc.
• Support the Operations Directors with administrative functions in monitoring compliance of the Operations Divisions on Finance policies.
• Must have demonstrated strong organizational skills.
• Code and process invoices, travel claims and other financial documents appropriately in a timely manner. Alert the Team Leader, Administrative Services to any unusual requests.
• Collect LNG receipts (bill of lading?) from Inuvik LNG transfer point and enter data into spreadsheet on a regular basis. Follow up on any outstanding receipts. Send completed spreadsheet to Finance on a monthly basis as part of the month end fuel process.
• Must possess excellent interpersonal skills.
• Draft new word processing, spreadsheet and presentation documents using Word, Excel and PowerPoint as required. Review, proofread and edit documents prepared by others for spelling, grammar, content, and format.
• Complete flights and hotel bookings for NTPC Operations Staff & Contractors as requested.
• Requires interpersonal skills for working in a team environment.
• Provides training to and receives training from co-workers and performs administrative duties in support of the Corporation as determined by the Team Leader in consultation with various Senior Leadership Team members.

Salary for this position ranges from $35.21/hr-$42.81/hr plus an additional $4,642 in location allowance. We offer a comprehensive benefits package which includes health and dental benefits, long-term disability, life insurance, paid sick days and a defined benefits pension plan.

Affirmative Action Employer - Candidates must clearly identify eligibility status via our online application process in order to receive priority consideration.

We thank all those who apply and advise that only those selected for further consideration will be contacted.

PC4301