Administrative Assistant

Independent Electricity System Operator

5h • Hybrid

About The Position

The IESO is committed to ensuring Ontario’s electricity system meets the province’s needs today and into the future. The successful candidate will provide high-level administrative support to multiple senior managers and managers. This is a high-impact role for an organized, proactive professional who thrives on juggling priorities and keeping leaders moving forward. The energy sector is rapidly evolving, offering exciting new opportunities for those who want to make a difference. This is a unionized position that falls within the Markets and Reliability Business Unit.

Requirements

• Requires a comprehensive knowledge of business and office procedures and practices including the operation of various office machine and equipment.
• Requires proficiency in English grammar and sentence structure, as necessary, to prepare, key in, edit and proofread correspondence, reports, presentations, etc.
• Requires expression skills necessary for the oral communication requirements of the office.
• Requires knowledge of the basic operating principles of computers as they relate to information processing, e.g., word processing, electronic mail, spreadsheets etc.
• Requires knowledge of arithmetic as necessary to carry out summarization, percent calculation and other similar arithmetical functions.
• Requires knowledge of basic statistical methods and formats and associated graphs such as pie and bar graphs.
• Requires proficiency in computer keyboard operation.
• Knowledge is considered to be normally acquired either through the successful completion of Grade XII in a Secondary, Commercial or Technical School, or by having the equivalent level of education.
• Requires experience in a secretarial or administrative position to understand standard business practices, procedures, departmental policies, etc, as they apply to own work requirements.
• Requires experience to understand the scope of the Supervisor’s responsibilities, the various internal and external work contacts, and the organization pattern in order to assist in maintaining continuity of objectives and practices across the department and to deal with the direct and diplomatic interface with work contacts.
• Requires experience to gain an understanding of the specific business processes and methods associated with the administration of the supervisor's organization and to become familiar with policies, procedures, responsibilities and support services provided.
• Requires experience to become familiar with the various software applications required to carry out job activities.
• A period of up to three years is considered necessary to gain this experience.

Responsibilities

• Set up and prepare or process correspondence covering a broad array of routine and/or confidential subject matter, including reports, statistical data, performance assessments/appraisals, Job Postings, personnel activities, reference letters, relief letters, staff add and removes, probationary letters, organization charts and various related material.
• Key in, edit, proofread and finalize correspondence, reports, statements, forms, and other documents using computerized information processing equipment, ensuring adherence to company standards.
• Route documents for signature and approval.
• Formulate routine correspondence on own initiative to cover a given subject and to support given key points or requirements as provided by supervisor or others.
• Prepare minutes of meetings and develop meeting agendas.
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally.
• Determine from correspondence whether supervisor may require information from files or records, agreements, contracts to facilitate response.
• On own initiative search source records, etc, to locate required data.
• Assemble data into appropriate format for supervisor’s effective use.
• Process outgoing mail for supervisor and/or other staff, logging as necessary, ensuring correctness of address, arranging for special handling (courier services, etc.).
• Maintain up-to-date distribution or mailing lists, arrange for bulk printing of materials for mailing, arrange for address labels, arrange for packaging and physical handling, as necessary.
• Process routine inquiries from members of general public or external organizations.
• Make all meeting arrangements such as room reservation, audio/visual equipment, security, etc.; schedule appointments and maintain appointment calendars.
• Anticipate and initiate appropriate action to conserve time commitments of supervisor.
• Set up priority for requests and, where possible and prudent, refer same to other knowledgeable staff for action.
• Liaise with external facility providers for off-site meetings.
• Compile agenda items.
• Ensure that a quorum of attendees will be present at the meeting.
• Ensure that supervisor has all required materials relating to agenda items.
• Prepare or arrange for the preparation of handouts, slides, overheads, etc, as requested by supervisor or other participants.
• Make all necessary travel and accommodation arrangements directly or via the Travel Service Provider for Manager and all department staff, including reservations for meetings and conferences.
• Ensure travel arrangements are made well in advance to maximize special offers with airlines, hotels and car rentals, while at the same time ensuring all arrangements adhere to the traveler’s requirements as stipulated in the Traveler’s profile.
• File and route materials, correspondence and incoming mail in accordance with prescribed filing system.
• Extract files and documents to meet needs.
• Set up and maintain a records area for the exclusive use of the supervisor.
• On own initiative make improvements and revisions to the record centre’s physical arrangements and filing indices.
• Set and maintain retention schedules for documents and correspondence in accordance with prescribed filing system.
• Purge files, destroy old, non pertinent documents.
• Arrange for off-site storage, obsoletion or destruction of records in accordance with retention schedule.
• Maintain various administrative manuals, including training, travel and vacation records.
• Perform electronic filing, create and maintain hard copy and electronic filing system.
• Participate with supervisor in the setting of priorities and assist with work scheduling of supervisor’s work projects and activities.
• Perform liaison function between supervisor and others to pass along supervisor’s instructions to staff/clients, etc., to expedite work, to achieve deadlines, and as necessary to maintain continuity of objectives and practices across organizational lines.
• Monitor work projects, including tracking their status, initiate follow-up actions or communication to staff.
• Provide updates to supervisor regarding the status of various projects, work or activities to ensure target dates are met.
• Process administrative information, via e-mail or hard copy, covering a broad array of subject matter, such as, time reporting, vacation requests, expense reports, invoices, NPCC Reimbursement Forms, etc.
• Sort, process, and verify receipts, expenditures, forms and other documents on behalf of Manager.
• Maintain an active file of current cash and procurement card receipts for timely preparation in compliance with the policy of Manager’s and Section Heads’ monthly reconciliation reports.
• Maintain electronic and hard copy of all corporate card reports for processing, approval, and submission to Finance group by monthly due date.
• Provide orientation for new staff regarding departmental administrative procedures; maintain an effective follow up/bring forward system, monitor due dates as necessary.
• Provide back-up clerical/administrative support within the department during periods of short-term absences or vacation for other Administrative Assistants.
• Maintain timesheets and vacation records, in conjunction with Time Reporting System.
• Check all timesheets for appropriate hours and activity codes prior to Supervisor’s signoff.
• Prepare annual status report to verify carryover, vacation and lieu time balances for input to the system for the new year.
• Assist in coordinating space requirements for the Business Unit to ensure space and service facility requirements are met.
• Within general context of job responsibilities, make suggestions to supervisor on how to improve the efficiency and effectiveness of administrative and information management processes.
• Send and receive messages and documents using fax machine or electronic mail.
• Photocopy and collate documents for distribution, mailing and filing.
• Order specialty office supplies, as requested.
• Respond to telephone, in person, or electronic enquiries or forward to appropriate staff.
• Provide general information to internal clients and the public.
• Perform other duties as required.

Benefits

• Best-in-class benefits and long-term support in the form of a defined benefit pension plan.
• Compensation packages that are regularly reviewed to remain competitive and to best accommodate the diverse needs of our employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED