Administrative Representative

Winnipeg, MB

• Competitive salary and comprehensive benefits package.
• Defined-benefit pension plan for long-term financial security.
• Nine-day work cycle, typically resulting in every other Monday off to support a balanced approach to work, family life and community.

• Provide administrative assistance to the Department Manager.
• Support department staff as well as provide certain support for managers and staff in other departments.
• Lead the organizing of department meetings, team building and recognition events.
• Build and maintain department filing systems, including SharePoint and Teams sites.
• Act as the time and expense administrator, including auditing staff time entry and running reports in HRMS.
• Assist with hiring process including scheduling of candidate interviews and preparing interview materials.
• Support organizational change and help to build a positive environment of support for staff engagement.
• Provide organizational and logistical support for large business meetings.
• Prepare and coordinate travel requests and reconcile expense accounts; book travel including field work and air charters.
• Monitor department budget and operating orders.
• Complete purchase requisitions and service entries.
• Originate and format documents and templates such as reports, recommendations, briefing notes, spreadsheets, and presentations.
• Actively participate in the preparation and progress tracking of the Department's strategic business plan.
• Update the Department SMS Action Plan and provide updates in the SafetyNet/Safety Management System, including auditing and reconciling staff safety training qualifications and assist staff in booking safety training sessions.
• Coordinate, compile and edit various monthly and quarterly reports such as the AP&D Quarterly report on behalf of the department.
• Order, organize and manage safety and office supplies for department staff and stock resource rooms, coordinate furniture and other equipment needs.
• Provide backfill for the Administrative Assistant of the Director of Integrated Resource Planning.

• Grade 12 education with completion of commercial or vocational special courses and two years of directly related experience; 
  OR
• Grade 12 education with three years of directly related experience.
• Strong desire to support and facilitate the work of others.
• Demonstrated ability to organize, schedule, and complete work on various concurrent assignments with a minimum of supervision.
• Demonstrated independent thinking, sound judgment, and the ability to manage confidential information with discretion and security.
• Ability to establish and maintain effective working relationships.
• Demonstrated analytical abilities, showing good judgment in problem-solving and decision making.
• Possess an expert knowledge of Microsoft Office applications (Word, Excel, Teams, SharePoint, PowerPoint) and SAP (HRMS, eRecruitment), and SafetyNet/Safety Management system.
• Experience in administering calendars as a delegate.
• Demonstrated ability to interpret and apply policies, processes and procedures.
• Demonstrated ability to monitor and track departmental initiatives and business planning items.
• Demonstrated ability to create new methods or modify or adapt existing procedures and practices to meet new or changed conditions.
• Highly developed clerical skills, including a demonstrated knowledge of business English, grammar, and spelling.
• A good knowledge of appropriate Corporate policies and procedures.