Job Opportunities

The Administrative Clerk is responsible for performing a variety of administrative and support duties including maintaining the department’s databases and files, related to engineering, administration, and computer data entry in support of Operations, Maintenance and Grid Engineering Departments. 

POSITION SCOPE:

The Administrative Clerk performs a variety of administrative, recordkeeping, and support tasks to assist with the smooth operation of the department.

Maintain health, safety and environmental standards by:   

• Ensuring compliance with all safety policies and procedures,
• Ensuring compliance with all environmental and health standards,
• Completing all the required HSE training.

Provide Administrative support by:  

• Processing purchase order requisition, bids, quotations, and expenditure appropriations.
• Compiling, recording, and filing timesheets, overtime, lieu time, and all other relevant pay upgrade forms, and preparing payroll
• Assisting in the scheduling of vacation, record keeping of sick time and absences.
• Create work orders and support personnel with utilizing the maintenance management system (EAM) for the completion and handover of work orders.
• Maintaining the department’s SharePoint site
• Maintaining project and administrative files
• Maintaining department’s CSMP database and producing exposure reports in compliance with GBPC’s HSE requirements.
• Maintaining inventory of all departmental consumables, auditing and reviewing items
• Ensuring department’s compliance with all GBPC policies and procedures
• Assisting in the coordinating of department events and activities.
• Providing departmental and project clerical support in procurement management (quotes, requisitions, PO’s, invoices, expediting and logistics, etc.).
• Providing departmental and project clerical Support in financial management (Expenditure
• Appropriation logs, budget administration, processing and tracking of invoices and vendor payments, cost tracking and forecasting.)
• Maintaining project and administrative files in accordance with the department’s file naming convention and documentation procedures.
• Supporting project planning, execution, control and closeout activities as required.
• Ensuring department compliance with, and submittal of vehicle circle checks, safety and environmental inspections
• Liaising with Shared Services, Accounting, HR, IT, HSE and other departments as required to ensure appropriate deliverables and objectives are met.
• Issuing and tracking usage and status of department tools and equipment.
• Entering requests for the timely processing of work permits, coordinating accommodation and transportation for non-local contractors.
• Entering request for the timely processing of site access forms for contractors.

• Assist with administrative procedures such as budget submissions, contracts administration and work schedules
• Preparing statistical and general reports when requested
• Assisting in accounting tasks for cost accounting as needed

The Administrative Clerk will have a High School Diploma and minimum of three (3) BGCSE’s (Mathematics and English included). They will have six (6) years’ experience in an administrative support role. The ideal candidate will have an associate’s degree in business or related field or a Professional Certification or a minimum of three (3) years’ experience in an administrative support role within engineering, operations or utility sector.

Proficiency in Microsoft Office, EAM, along with experience in project tracking tools is desired. Strong organizational skills and the ability to communicate clearly and effectively, both written and verbally. They will be attentive to detail and must be proactive, self-driven and willing to learn.