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The Administrative and Records Assistant provides administrative and documentation management support to the General Manager’s Office in Infrastructure Services. This role is accountable for documentation and records management including Freedom of Information and Protection of Privacy Program Administrator duties as well as providing office administrative support for the General Manager and Service Excellence Manager. Primary duties include:

• Provide guidance and training in the identification and disposal of transitory records. Serves as primary liaison with the Corporate Records Coordinator.
• Determine correct classification of information.
• Manage storage of inactive physical records.
• Support shared drive and Content Server information management, including facilitating information organization and clean-up activities and providing oversight to ensure accurate metadata capture in the system.
• Coordinate the disposition process and ensures disposition forms are completed.
• Assist in the development, administration, and implementation of the Vital Records Program.
• Process Access to Information requests and provides fee estimates.
• Coordinate and supports employees in the review of materials for request compliance.
• Coordinate Privacy Impact Assessment and Privacy Breach information.
• Manage multiple complex team calendars to establish cross-corporate and cross departmental meetings optimizing timelines and meeting commitments.
• Identification and resolution of calendar conflicts.
• Collaborate and build relationships with other Administrative Assistants with attention to streamlining, time management, and maintaining a reasonable calendar for the GM, Senior Leadership and the Management Team.
• Coordinate/schedule/prepare for meetings, including but not limited to: venue bookings and associated logistics (e.g., catering, booking audio/visual equipment, ordering supplies, etc.), agenda preparation, preparation of supporting material package(s), and any other additional support required for the meetings.
• Maintain Accounts Payable Workflow support, including creating and tracking requisitions, invoices, purchase orders, non-purchase orders, and receipts.
• Reconcile corporate credit card and statement preparation.
• Run financial accruals and reports to finance.
• Manage purchases and expense claims for petty cash purchases.
• Review, update and develop Standard Operating Procedures.
• Monitor inventories and orders, organizes and stores supplies.

QUALIFICATIONS

• A completed 1 year certificate in Business, Office Administration, Records and Information Management, or a related field.
• At least 5 years of administrative experience, including experience providing administrative support to senior management.
• Advanced administrative and computer skills including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, etc.) and Adobe Acrobat Pro is considered an asset.
• Success in this position requires excellent communication skills, ability to communicate effectively while maintaining a high level of customer service, confidentiality, and exercising discretion.
• Demonstrated effective collaboration skills that focus on relationship-building.
• The ability to work independently and within a team, while demonstrating a high level of initiative, attention to detail and sound judgement is essential.

PRE-EMPLOYMENT REQUIREMENTS

• Successful applicants must provide proof of qualifications.
  Note: The interview process may include written and/or presentation components.
  Union: CUPE Local 38
  Business Unit: Infrastructure Services
  Position Type: 1 Permanent
  Location: 800 Macleod Trail S.E.
  Compensation: Pay Grade 7 $35.45 - 47.43 per hour
  Days of Work: This position typically works a 5 day
  work week, with 1 day off in each 3 week cycle.
  Hours of work: Standard 35 hour work week
  Audience: Internal/External
  Apply By: September 12, 2025
  Job ID #: 312531

• Provide guidance and training in the identification and disposal of transitory records. Serves as primary liaison with the Corporate Records Coordinator.
• Determine correct classification of information.
• Manage storage of inactive physical records.
• Support shared drive and Content Server information management, including facilitating information organization and clean-up activities and providing oversight to ensure accurate metadata capture in the system.
• Coordinate the disposition process and ensures disposition forms are completed.
• Assist in the development, administration, and implementation of the Vital Records Program.
• Process Access to Information requests and provides fee estimates.
• Coordinate and supports employees in the review of materials for request compliance.
• Coordinate Privacy Impact Assessment and Privacy Breach information.
• Manage multiple complex team calendars to establish cross-corporate and cross departmental meetings optimizing timelines and meeting commitments.
• Identification and resolution of calendar conflicts.
• Collaborate and build relationships with other Administrative Assistants with attention to streamlining, time management, and maintaining a reasonable calendar for the GM, Senior Leadership and the Management Team.
• Coordinate/schedule/prepare for meetings, including but not limited to: venue bookings and associated logistics (e.g., catering, booking audio/visual equipment, ordering supplies, etc.), agenda preparation, preparation of supporting material package(s), and any other additional support required for the meetings.
• Maintain Accounts Payable Workflow support, including creating and tracking requisitions, invoices, purchase orders, non-purchase orders, and receipts.
• Reconcile corporate credit card and statement preparation.
• Run financial accruals and reports to finance.
• Manage purchases and expense claims for petty cash purchases.
• Review, update and develop Standard Operating Procedures.
• Monitor inventories and orders, organizes and stores supplies