Administrative Assistant - Fl

48821 - 
To Be Determined - 
Regular - 
 
Hydro One is proud to be the largest electricity transmission and distribution provider in Ontario, serving nearly  1.4 
million 
customers. We have a long history in the industry with our roots dating back over 110 years to 1906. Since then, we have worked to grow and evolve to meet the changing needs of our customers and communities across Ontario. Today, we’re focused on providing exceptional customer service and ensuring we are building safe communities where we live, work and play.
It’s an exciting time to join the team at Hydro One!
Job Description:
Manage and be responsible for the provision of administrative and support services relative to communications, project coordination and records management. Contribute towards the effective achievement of the business goals and strategies.
General Responsibilites:
-Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management.
-Prepare correspondence and submissions, including reports, forms, memos, including labour relations and other information to be processed.
-Arrange meetings with internal staff, senior management, external groups and government, as required. Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials
-Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, etc
-Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments
-Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals
-Review and apply account numbers, investigate variances and work with others to resolve discrepancies. Notify supervisor of any unresolved discrepancies
-Control all incoming and outgoing mail, telephone calls and interface with contacts. Determine the issue and priority of response. Re-route direct enquiries or communications as necessary to appropriate staff within the company
-Supervise clerical staff, assuming responsibility for planning, scheduling, assigning, instructing and checking quality of work on a continuous basis. Provide advice and guidance on problems encountered. Refer personnel matters to supervisor.
-Coordinate and be responsible for all submissions to the Management Committee, the Board of Directors and various board committees, for the Business Unit. Maintain tracking systems to ensure deadlines are met.
-Set up and maintain a local records centre for supervisor's use. Act as official records custodian for confidential and general files. Establish and maintain retention schedules and arrange for storage/destruction of records.
-Submit projected costs for sundry and travel expenses to budget contact. Prepare and process expense reports according to established procedure. Perform foreign currency conversion and calculations. Process and track various credit card accounts and frequent flyer accounts, working directly with institutions and airlines to resolve discrepancies.
-Prepare presentations from supervisor's notes/outline, applying appropriate techniques to ensure a well-organized delivery. Use judgement to edit text, ensuring clarity of topic.
-Perform other duties as required.
 
-Selection Criteria
Essential Knowledge:
-Requires experience to understand the specific and routine clerical processes relating to the administration of Directors work.
-Consult with supervisor or others for advice and direction as necessary.perience to understand the specific and routine clerical processes relating to the administration of Directors work.
-Experience with Microsoft Outlook, Word, Excel and Power point.
-Candidates with SAP, and SharePoint experience would be an asset.
-Requires comprehensive knowledge of office practices, including operation of various standard office equipment.
-Requires knowledge of Hydro One web-sites for various policies and guidelines to assist completing and checking material / forms for accuracy, such as Corporate Charge Card policies; Human Resources policies.
-This knowledge is considered to be acquired either through the successful completion of Grade XII in a Secondary School or by having the equivalent level of education in other office related studies.
 
Essential Competencies:
-Requires a high proficiency in English grammar to prepare concise and effective correspondence, reports, etc. 
-Ability to work in a collaborative manner within the department and with staff in other departments is essential.
At Hydro One we understand that the success and strength of our business rests with our people. When we develop their skills, we are investing in both their success and ours. To secure the best talent, we seek to create a workforce that reflects the diverse populations of the communities where we live and work and to create a culture based on safety, innovation and inclusiveness.
We are honoured to be recognized by Forbes in its list of Canada’s Best Employers for 2023.
Thank you for considering a career with Hydro One, we welcome applications from all qualified candidates. If you are having difficulty using our online application system and you need an accommodation due to a disability, Apply careershydroone. Hydro One will provide reasonable accommodation for qualified individuals with disabilities in the job application process.
Please note this email is only for accommodation requests. Resumes sent to this email address will not be considered.
Deadline: January 22, 2024
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