PROGRAM AND ADMINISTRATIVE ASSISTANT

Description

The Arctic Energy Alliance (AEA) is a not-for-profit organization, established in 1997 to help communities, consumers, producers, regulators and policy makers to work together to reduce the costs of environmental impacts of energy and utility services in the Northwest Territories (NT). The AEA is supported by various territorial departments and agencies, and does fee-for-service work in the private sector. The AEA is currently recruiting a PROGRAM AND ADMINISTRATIVE ASSISTANT .

LOCATION:

This position is located at the Arctic Energy Alliance (AEA) office in Yellowknife, but may also involve some travel to NT communities.

PURPOSE OF THE POSITION

SCOPE

AEA is a not-for-profit agency that delivers energy efficiency and alternative energy programs on behalf of the Government of Northwest Territories (GNWT).

The position is located in Yellowknife and is the key administrative support for all AEA staff. The AEA operates a “storefront” office and walk-in traffic is the norm. As a front-line contact for the AEA the incumbent interacts on a regular basis with the public, AEA staff, GNWT staff, contractors and consultants.

The incumbent may work on multiple projects simultaneously. The incumbent must prioritize workload in response to requests from the ED and other AEA staff for assistance.

RESPONSIBILITIES

1. Provides administrative support to the Executive Director and other AEA staff as needed.

• • • Provides complete support to the AEA team through such activities as drafting correspondence and reports, providing necessary documentation, and scheduling meetings.
    • Provides data entry to AEA systems and other support to AEA programs as needed.
    • Conducts general research on AEA areas of interest as requested.
    • Completes logistical arrangements for the ED and AEA staff regarding travel, arranges the details of meetings, workshops with clients as requested. This also includes tracking down appropriate financial paperwork for the Office Manager.

• Provides logistical, clerical, administrative and ad hoc support to all regional staff and members of the AEA team.

1. Provides front-end reception services.

• Acts as the first point of contact in support of AEA storefront operations and creates a positive impact on AEA’s corporate image and cooperative relations with AEA staff, the general public, contractors/consultants, community representatives, government, non-government organizations, and the business community.
• Monitors and maintains AEA’s fax and email accounts.
• Tracks office equipment (e.g. projectors) use and safekeeping.
• Maintains AEA’s inventory of assets.
• Orders office supplies for all of AEA as needed.

1. Assists in administration of Rebate Programs.

• Assesses rebate applications for compliance with program guidelines.
• Processes rebate applications for payment.
• Helps maintain program specific databases.
• Provides clients with program advice and works with them to ensure their rebate applications are complete.
• Provides external program outreach and promotion.

KNOWLEDGE, SKILLS AND ABILITIES

The following are required qualifications:

• Demonstrated proficiency working with Microsoft Office software including Word, Excel, Outlook and Access.
• Grade 12 education.
• Two to five years’ office administration experience.
• Strong written and verbal communication skills.
• Ability to assume responsibility without direct supervision, ability to make decisions, exercise initiative and judgement, prioritize work assignments and meet deadlines while working within a team environment.
• Demonstrated interpersonal skills and the ability to deal with staff, clients and others, in a tactful manner.
• Has experience or is willing to learn record and file management systems and procedures.
• Has experience with website maintenance, social media communications, newsletter preparation, and design of promotional materials.
• Report writing.

The following are preferred qualifications:

• College education – office administration program.
• Ability to speak and/or write any of the NT’s official languages considered highly desirable.

Most of the time is spent at a desk with occasional external program outreach and promotional work and running errands. Infrequent travel required.

Physical Demands

There is limited physical effort required for this position.

Environmental Conditions

There are no significant adverse environmental conditions that exist in this position.

Sensory Demands

There is a need for attention to detail.

Mental Demands

There are no unusual demands of this position.

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If you would like to know more about the position, salary, and benefits, call 920-3333 or

(toll-free).

Applicants must be residents of Canada.

Closing Date: Friday, May 10, 2024

To apply, please submit a resume and cover letter by email to:

Arctic Energy Alliance

#101–5102 51 St., Yellowknife, NT X1A 1S7

Jennifer Wicks, Human Resources, **************@aea.nt.ca

We thank all applicants that apply, but only those selected for further consideration will be contacted.