ADMINISTRATIVE REPRESENTATIVE

THOMPSON, MB

• Competitive salary and benefits package.
• Defined-benefit pension plan.
• Nine-day work cycle which normally results in every other Monday off, providing for a balanced approach to work, family life and community.

• Utilize Corporate SAP system to perform clerical duties for the Department such as time and expense reporting, generating reports, and ordering office supplies on the station staff's behalf.
• May be assigned to participate on various committees and/or work groups as required to ensure the completion of identified goals and objectives.
• Provide office administrative assistance with regard to monitoring and coordinating Department activities.
• Perform various computer related duties including word processing, spreadsheet application, and database.
• Type a variety of assignments including correspondence, meeting minutes etc and maintain paper copy and electronic correspondence files for the Department.
• Required to maintain records, files, and manuals with established procedures.
• Ensure that duties performed comply with corporate and regulatory requirements to Office Supervisor.
• Act as recording secretary for the Department Workplace Safety and Health Committees and assist with planning and organizing Department safety meetings and training.
• Responsible to ensure the departments safety program records are maintained and accurate information is input in SMSS and HRMS. This will include setting up, monitoring, and maintain all safety requirements and training for department staff.
• Responsible for filing department safety records within DCO and closing out EAM orders.
• Create travel requests and flight manifests in TEM. Book flights and charters for department.
  with contracted vendors, creating manifest entries as per operating requirements and current flying services contract. 
• Receiving air charter invoices, creating service entries in SAP and ensuring an accurate assignment and accounting of order numbers or network and activity numbers including fuel and landing fees. Forwarding approved service entries to Office Supervisor and Accounts Payable in a timely manner.
• Initiating, processing, and maintaining SAP functions such as service entries and goods receipts.
• Organizing logistical functions such as booking flights, hotel rooms, rental vehicles, meeting rooms, internal and external training, trade schools, medical trips, and northern trips.
• Responsible for coordinating, compiling, summarizing, and analyzing information for the Office Supervisor identifying items requiring attention and recommending appropriate action as required.
• Responsible for the completion of administrative functions for the department. This includes visa reconciliation, time entry, boot allowances, expense accounts and records management.
• Respond to queries and provide administrative direction to field staff.  Aid in the use of SAP and other software applications.
• Support, train, and guide travelers, and travel arrangers in their use of the Travel and Expense SAP module and online booking tool.
• Act as liaison between the contracted travel agency and travelers as required.
• Coordinate, organize, and purchase other transportation request as required.
• Prepare and submit monthly board bills for input into Finance Center, in relation to allocating funds for meals, accommodations and flights for additional internal and external staff on site.

• Grade 12 education or equivalent plus a minimum of two years directly related office experience;
  OR
• Grade 12 education plus completion of commercial or vocational special courses and one year directly related office experience.
• Demonstrated proficiency of PC based computer system applications, with a demonstrated ability in the Corporate standard software including: SAP, Outlook, Word, Excel, Travel & Expense (TEM), Enterprise Asset Management (EAM) SharePoint, EHSM/Safety Net/Safety Management System, Visio, eForms, PowerPoint and Finance Centre. Ability to handle confidential information with security and discretion.
• Familiar with the application of the IBEW and AMHSSE collective agreements and the Corporation Policies.
• Capable of dealing in a firm, tactful and courteous manner with the public and staff by phone or personal contact.
• Dependable, proven self-starter, possessing initiative and mature judgment with the ability to make and implement sound decisions with minimal supervision.
• Strong aptitude for figures, calculations and detail.
• Possess a valid Province of Manitoba Driver's Licence with appropriate classification.

• This position is part of the Kelsey/C.R.D./Laurie River/Wuskwatim G.S. 4-3 work cycle.
• A minimum of eight-five (85) hours will be worked during each bi-weekly work cycle.
• Kelsey/C.R.D./Laurie River/Wuskwatim G.S. staff will be assigned a headquarters zone based on their place of principal residence.
• Corporate accommodation in Thompson is not available.
• Northern benefits and allowances will apply as per L.O.U. #9/2016-18
• Primary work location of position will be Kelsey G.S. 
• May be required to work at other locations within North Central Generation, and where transportation between these sites may be by aircraft.