Job Description

Source: BC Hydro

Job Title: Senior Engineering Manager's Administrative Assistant - FTT

Job Number: BCH-T-1461-220630E1

Job Location: Edmonds 13, British Columbia, Canada

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Providing clean electricity to 4 million customers takes a diverse workforce and that's where you come in. We need your talent to help us build major projects to meet growing demand. To help our customers find clean energy solutions for their homes and businesses and to be ready to respond during storms and outages to keep our system reliable.

Working for BC Hydro is meaningful. And now, the stakes have been raised as we work towards a solution to climate change while safely providing clean, affordable electricity to our customers.

We offer a healthy work life balance, training opportunities and career progression. We're proud to be ranked as one of B.C.'s Top

JOB DESCRIPTION

Duties:

* Coordinates the flow of information between manager's office and the offices of the manager's direct reports and other internal and external offices. Prioritizes and coordinates the flow of work related to the manager's office to ensure consistency amongst other administrative staff. May identify and provide temporary replacement administrative resources for vacation relief and to backfill absent employees in both Manager's and direct reports' departments. May participate in development of administrative staff by organizing rotations to different areas and group administrative training. Maintains manager's files and provides back up materials for Manager prior to all meetings including the retrieval of materials. Organizes meetings and special events, books meeting space and catering, arranges transportation, gathers agenda items and issues agendas. Schedules, coordinates, prepares agendas and arranges for outside speakers for meetings and special events. Attends meetings, takes minutes and distributes them. Maintains manager's mail (regular and electronic). Maintains manager's calendar by scheduling and/or rescheduling appointments. Coordinates submissions to the Meetings for the Engineering

Management Team, Corporate Management Committee and Board of Directors.

* Participates in the planning and implementation of administrative systems. Provides expertise and support on all of the business unit's administrative systems and ensures issues are promptly and efficiently resolved. Obtains and exchanges information on programs and services, including training information, computer information, office upgrades. Administers department's information and records. Reviews requirements for equipment and services to be purchased and/or leased and makes recommendations for a variety of office equipment. Provides assistance/solutions on office equipment problems. Acts as liaison for building facility failures and problems and ensures they are reported to the appropriate personnel. Provides expertise and support with various business software applications.

* Communicates verbally and in writing with internal and external correspondents. Responds on behalf of Manager when required and where appropriate, including items related to the application of documented Corporate Policies and Engineering Practices. Manages and/or composes various reports, presentation material, display material, letters, memos, organization charts, etc. Informs managers of deadlines for action items and requests for draft replies and correspondence and initiates action to ensure that responses are received and actions taken by deadline.

* May provide work leadership for work related to the Manager's office to administrative staff in office as required.

* Provides support, expertise, and assistance to direct report's administrative staff for issues they cannot resolve. Provides support and answers questions related to documented Corporate Policies and Engineering Practices.

* Administers various financial functions such as InfoPM, TRMS, Time & Labour, and Expenses On-Line. Processes invoices, expense claims, purchase orders, purchasing of stationery and/or office equipment, travel costs, purchasing card, and budget variance reports. Approves payments up to delegated signing authority. Maintains various administrative records (e.g. travel approvals, office procedures, government updates).

* Administers and tracks department assets and resources including computer systems, office equipment, tools and other equipment. Reviews supplier invoices and statements (e.g. ABSU IT costs) for errors, corrects errors, makes adjustments as appropriate, and optimizes utilization. Responds to audit requests and prepares reports for Manager's review.

* Participates in organizational changes including the planning of office accommodations, scheduling and coordination of moves and relocations of employees, phones and office equipment. Tracks department headcount (including staff and contractors).

* Prepares various HR documents involving recruitments, documentation of new hires, changes of status, terminations, etc. using Manager On-Line.

* Performs minor duties related to the above duties that do not affect the rating of the job.

Qualifications:

* Office administration, project management, accounting and financial documentation processes, office practices, procedures, routines, filing/recording/monitoring systems, correspondence and report formatting and preparation, data system and file management, keyboard skill at 60 wpm, personal computer and related word processing/spreadsheet/database and presentation graphics application program operation to the advanced level are typically acquired through graduation from an Office Administration Certificate program or completion of basic technical courses specific to an assigned Engineering area plus completion of the following BC Hydro in house courses or equivalent such as: Peoplesoft: Financials, Expenses Online, Management Projects, table, code

central, time and labour; Passport Inventory and Purchasing; Access/Security protocol, Time Resource Management System (TRMS), InfoPM, InfoTrac, Visio, supervisory skills, project management, MS Office Word, Excel, Access, PowerPoint, email and internet browser applications.

* Approximately 3 to 5 years office experience at a senior level. Well developed oral, interpersonal, teamwork, supervisory and organisational skills to perform administrative, clerical, business and technical support.

ADDITIONAL INFORMATION

This position is affiliated with the Movement of United Professionals union (MoveUP/COPE).

http://moveuptogether.ca

* This role is expected to be required for 6 months with the possibility of extension.

* Distribution Engineering is a dynamic team who work collaboratively with Distribution Standards, Planning, Customer Design, Field Operations, Program & Contract Management, and Capital Infrastructure Project Delivery. We provide Professional of Record and Owner's Engineer services for Capital Projects as well as Infrastructure Replacement Programs. We investigate distribution system performance issues and propose solutions. Although most staff work in the Edmonds (Burnaby) office, there are team members in the Abbotsford, Vernon, and Victoria district offices as well.

* Normal office conditions. Some lifting and moving of office supplies in and around an office.

* Strong BC Hydro systems skills and financial systems knowledge would be an asset.

* SCA Super User level knowledge and proficiency will be a strong asset to be effective in this position.

How to Apply

Don't forget to update your Candidate Profile with your current resume and copies of your certifications. If applicable, include your Trades Qualification. This will ensure we have all the necessary information to assess your application without any delays.

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