Administrative Assistant

Highlights of the job

We are hiring one (1) Full Time, Temporary Administrative Assistant position for up to 18 months working out of the EPCOR Tower in Edmonton, AB.

As an Administrative Assistant, you are accountable for a variety of administrative, reporting and tracking functions to provide support to the One Water Planning (OWP) team. This includes supporting Managers and Director with the coordination of resources and project requirements as necessary.

What you’d be responsible for

• Manage and support the calendar for Director and Senior Managers as required in order to setup meetings and resolve conflicts as per directions.
• Manage and support Visa card monthly reconciliations, mileage claims for Director and Senior Managers as required. Keep all relevant records and receipts.
• Support project leads to assist in procurement, requisition, invoice processing as required. Create requisitions and receiving in Oracle.
• Arrange and organize for special events of the work area such as workshops, lunch and learn, employee appreciation, United Way fundraising and others as needed. Coordinate gifts and gift cards for recipients as required.
• Take meeting minutes as requested to support the OWP team.
• Provide monthly safety event summaries, and coordinate with stakeholders to resolve safety issues as required.
  • Perform monthly AED inspection as needed.
  • Act as the safety program administrator.
  • Develop and update the monthly inspection schedule, monthly safety message schedule and other similar requirements.
• Draft the One Water Planning Monthly Report and communicate for Senior Managers to provide inputs prior to finalizing as per instructions. Submit the Monthly Report as directed.
• Develop the One Water Planning SharePoint site and MS Teams channels based on requirements while managing the permission list and requesting for changes if needed. Additional tasks include:
  • Contact for EPCOR SharePoint site regarding “Locations and Offices”, request for changes if needed.
  • Participate in the MS Teams Super User Community and communicate any updates as needed.
• Scan the OWP outreach mailbox’s daily and forward any new requests to appropriate persons for follow up.
• Assist in gathering data for asset management and/or engineering analysis as needed.
• Collaborate with other Administrative Assistance in the work area to do the following:
  • Develop appropriate coverage for vacation and/or other situations.
  • Provide supports for the office – order supplies, onboarding requirements. Included assistants with other site locations as well.
  • Coordinate any moves to other EPCOR locations.
  • Submit requests to appropriate building maintenance group for repair/maintenance.
  • Execute other relevant office requirements.

What’s required to be successful

• High school diploma (GED, or equivalent level of secondary education).
• 3-4 years of progressively responsible office experience.
• Proven working knowledge in navigating IVARA and Oracle.
• Proficient in the use of Microsoft Office Suite Programs (Word, Excel, PowerPoint, Outlook).

To be fully successful in this role, you have excellent written, verbal and interpersonal communication skills and conduct yourself in a professional manner in a multi-stakeholder and dynamic work environment at all times. You actively seek opportunities to enhance personal effectiveness in the Administrative Assistant role, have a keen attention to detail and demonstrate your willingness and openness to embracing change. As the successful candidate, you have exceptional time management skills combined with superior planning and organizational skills and are able to prioritize and multitask in a fast-paced environment.

Other important facts about this job

Jurisdiction: CSU52

Class: A2

Wage: Starting at $30.89 per hour

• This rate may change subject to ratification of a new Collective Bargaining Agreement
• Final Wage and Step will be determined at the time of selection and is based on a combination of factors as outlined in the CA that may be found online.

Hours of work: 40 hours per week

Application Deadline: March 20, 2025

Internal Applicants, please ensure that you are using your “@epcor.com” email address.

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Please note the following information:

• A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work permit may be required.)
• If you are considered for the position, clearance on all applicable background checks (which may include criminal, identity, educational, and/or credit) and professional reference checks is required. Some EPCOR positions require an enhanced level of background assessment, which is dictated by law. These positions require advanced criminal record checks that must also be conducted from time to time after commencement of employment.
• A technical/practical assessment may be administered during the selection process and this exercise will be used as a part of the selection criterion.
• To meet the physical demands required of some positions, candidates must be in good physical condition and willing to work in all weather conditions. Clearance on pre-placement medical and drug and alcohol testing may be required.