Responsibilities

• Provides day-to-day clerical support to the managers, engineers, and analysts, including:
  • Assists with the creation and distribution of Power Point presentations, memos, reports, etc.;
  • Processes department expense claims and maintains timesheet records;
  • Maintains department vacation and time off calendar;
  • Maintains and re-orders office supplies;
  • Formats material prior to printing and follows-up to revise copy; and operates various office appliances in the duplication, collation and distribution of printed material;
  • Opens, sorts, stamps as required, records and distributes incoming mail and prepares and routes outgoing mail;
  • Monitors and distributes employee information regarding policy changes, administrative and reporting requirements, safety issues and other information, and;
  • Provides user assistance with software in use in the department.
• Maintains all key project information which flows from project concept through to project delivery. Builds and maintains file systems for information which may be highly business sensitive and time-sensitive.
• Maintains a record system related to all personnel within the department which includes employee list, address list, and organization chart. Maintains all key shared information for the department, including contact information. Assists with project information requirements from other departments.
• Coordinates and supports communication, such as:
  • Sending and tracking communications with potential stakeholders, and;
  • Tracking and maintaining records (i.e. file management) of regulatory proceedings associated with major projects.
• Provides support for departmental reporting.
• Responsible for document management within department, including:
  • Maintaining, managing and filing department records (both paper and electronic) including contracts.
  • Ensuring proper backup, retention, and disposal of documents and records.
  • Manages paper and electronic distribution lists and file access rules.
• Organizes and establishes priorities of daily routines and paper work, including scheduling of meetings, seminars, conferences, travel and interviews.
  • Organize and formats materials, agendas, itineraries for meetings and travel.
• Answers telephone for departmental staff as appropriate; takes messages or redirects calls as appropriate; sends and receives messages using computer terminal, facsimile or other machines; acts as a receptionist by greeting and directing visitors, and; provides backup phone coverage for other staff.
• Handles highly sensitive information with discretion.
• Maintains desk manual of work procedures.
• Administers workload priorities and arranges for relief staff and their training period as required. Assists in the training of new temporary and permanent staff with respect to office procedures, practices and documentation.
• Sends and recovers project files to and from storage. Follows up with staff to ensure recovered files are returned to storage in a timely manner.
• Performs other related duties of a minor nature including driving a motor vehicle which do not affect the value of the job.

Requirements

• High School Graduation, including courses in business communications and office practices.
• Eighteen (18) months of related relevant experience.
• Must be able to work under pressure during peak workload periods, and may be required to work overtime.
• Proficiency in software currently in use in the department including Word, Power Point, Excel, Visio, and Adobe Acrobat.
• Fast, accurate typing skills; ability to format various types of correspondence and complicated reports, forms and charts.
• Good knowledge of administrative procedures including filing systems, mail, communication systems, office equipment, and the ability to organize work effectively.
• Good command of the English language to respond to inquiries, correct spelling, punctuation and grammatical errors, and compose straightforward correspondence and inter-office messages.
• Proven ability to respond to client and internal inquiries.
• Working knowledge of the project management process, and familiarity with the natural gas industry and related terminology.
• Proven ability to work autonomously on multiple tasks and meet deadlines with minimal supervision.
• Effective interpersonal skills with proven ability to work on teams.
• Must by physically capable of lifting boxes full of paper files.
• Valid Class 5 BC Driver’s License.