Senior Administrative Assistant

  • Category
    Office, clerical & administrative - Administrative Assistant
  • Job type
    Temporary/Contract
  • Location
    Burnaby, British Columbia

Senior Administrative Assistant 

Basic Purpose:

To provide a full range of skilled administrative, clerical, business and technical support to an assigned Engineering Services responsibility area.

Major Responsibilities and Duties (to fulfill major purpose):

1. May provide guidance and/or work leadership to lower level staff; performs the functions of the Engineering Services Clerk 1 or 2 as required.

2. Provides support, expertise and assistance with non routine and more complex administrative processes, procedures and practices such as: explaining and/or providing guidance on administrative, program or project requirements and processes including providing guidance on the best method of carrying out tasks; working with program and project staff to resolve more complex planning, monitoring and reporting system issues and problems; acting as a first level PC and systems application resource including providing an advanced level of support in the operation and features of related PC applications and section applications.

3. Prepares and processes program/project activity and information using advanced features of word processing, database, spreadsheet, graphics and/or desk top publishing and other applications; develops macros and manipulates data amongst a variety of applications; designs and recommends visually appealing and appropriate formats and/or templates; identifies, investigates, corrects or reports discrepancies; maintains and updates complex document management/records systems; recommends and implements approved procedural or record system changes.

4. Sets up, updates, revises, maintains, monitors and reconciles various program, project, contract or cost information using various systems; identifies and refers unusual data or conditions to the reporting manager, project or program contact for action; enters, updates and manipulates data to extract and prepare ad hoc or recurring reports etc.; investigates and resolves record, cost and other problems or refers/discusses with others.

5. Provides project or program technical support such as: preparing drawing revisions, creating plots and readings from various sources from field staff and/or engineers; verifying data, identifying discrepancies and updating or making required changes; preparing documentation for and/or the purchase of equipment; checks and processes invoices for contractors or consultants; tracking and/or monitoring cost or other project/program costs or targets and alerting others for action.

6. Processes various accounting and financial documentation using various financial, project or work management systems such as: applying and ensuring accurate cost distributions for suppliers and other invoices, expense claims or project elements; investigating and resolving cost distribution or payment problems; responding to and resolving vendor/contractor enquiries; checking and reconciling Project or Work Management related reports; may administer portions of local project or work contracts; preparing variance analyses, cost control reports, draft narrative and processing related account adjustments; providing assistance in the coordination, preparation and ongoing administration of the budgeting process.

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

Skills, Knowledge and Abilities Required:

· Well developed leadership ability.
· Ability to provide support, expertise and assistance on administrative processes, procedures and practices.
· Ability to prepare and process program/project activity and information using advanced features of desktop and other applications.
· Ability to set up, update, revise, maintain, monitor and reconcile various program, project, contract or cost information.
· Ability to provide project or program technical support.
· Ability to compose, prepare, format and type correspondence, reports, forms and other documentation.
· Ability to reconcile data.
· Ability to process various accounting and financial documentation.
· Ability to answer and direct incoming telephone calls and operated related telephone equipment.
· Ability to communicate effectively orally and in writing.
· Detailed knowledge of an assigned area activities, procedures and the BC Hydro organization to provide a full range and variety of skilled administrative, clerical and receptionist support services.
· Knowledge of a variety of clerical routines, monitoring and recording systems, petty cash reconciliation process etc.
· Knowledge of financial and accounting related processes, systems and procedures.
· Demonstrated ability to operate a PC and advanced software features to enter, update and retrieve data, develop macros and/or manipulate data using various software applications and to type 60 wpm.
· Good organizational and interpersonal skills.

Working Conditions:

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

Experience, Training and Education (demonstrating requirements):

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.

A minimum of 2 years with a demonstrated working experience in the Administrative job stream with a thorough working knowledge of BC Hydro documentation preparation standards, procedures and practices, use of a desk top environment to an advanced level and the full range of systems identified above. Well developed oral, interpersonal, teamwork, supervisory and organisational skills to perform administrative, clerical, business and technical support.

B6526

  • Apply with Adecco

Reference number CA_EN_1_026526_12246751

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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