We are hiring for an Administrative Assistant IV - Qualified. The focus of this union role will be supporting the Accounts Payable ("AP") team. As the Administrative Assistant IV - Qualified, you will be under the supervision of the Supervisor, Accounts Payable and will be required to perform all aspects of the job in accordance with TransAlta's defined standard procedures. You are primarily responsible for performing accounting and clerical tasks related to the efficient maintenance and process of accounts payable transactions.
This is a full-time salaried, union role based out of our Head Office in Downtown Calgary with the flexibility of a hybrid work schedule (days in office & days at home).
Collective Bargaining Agreement: CEWA
This position is administered under the CEWA Job Posting provisions.
WHAT YOU WILL DO
Typical Duties
- Preparing and compiling various daily/weekly/monthly reports, charts and tables. Researching, processing, summarizing and transcribing information/data, and verifying for accuracy and completion. Initiate or carry out any required corrective action and perform straightforward analyses. Prepare, issue, process and record financial data/paper/transactions for the company unit
- Compiling, verifying, recording, tracking, reconciling and processing a variety of schedules, charges, forms and documents, including invoices. Verifying and assisting managers and supervisors with the preparation of budgets and monthly deviation reports
- Maintaining and updating databases and spreadsheets and developing or assisting with the development of new or modified databases and spreadsheets. May perform limited payroll preparation and purchase supplies
- Providing information to internal and external customers regarding such things as work schedules, appointments, and related procedures or policies, by referring to a variety of information sources. May set up a variety of customer appointments to schedule appointments, and handle or refer complaints
- Composing and proofreading to produce professional documentation for review and authorization by a supervisor
- Responsible for verifying and assisting in the maintenance of processes, systems or applications that may include acting as the company resource and providing user training
- Providing various system controls, cash controls and account or invoice reconciliation and ensuring schedules are followed. Trained and experienced in all cost recording platforms, able to run and interpret reports and follow through on potential issues or actions.
- Accumulate and compile time-keeping information, trained and experienced in time tracking platforms, able to interpret data and liaise with team members and HR to resolve issues.
- Schedule, facilitate and document internal and external meetings. Produce agendas, mediate discussions to use time efficiently, and produce high quality meeting records complete with notes and actions
All duties and responsibilities will be performed in accordance with established health, safety and environmental principles, corporate policies, practices and procedures and applicable government legislation.
AP Duties
Providing day-to-day support to the AP team which includes but not limited to:
- Maintain finance systems, procedures, and policies to uphold corporate standards, workflow efficiencies, and SOX compliance
- Process and reconcile a high volume of vendor invoices each day, ensuring accurate matching and posting
- Prepare and organize invoices, expense reports, Visa statements, and journal vouchers for timely entry into the accounting system
- Capture and verify invoice data using OCR technology, routing exceptions for further review as needed
- Cross-check invoices against purchase orders to confirm receipt of goods or services, correct pricing, and proper account coding
- Generate daily cash-flow forecasts to support treasury and working-capital planning
- Partner with cross functional stakeholders to identify opportunities and implement enhancements to existing financial processes
- Serve as the primary point of contact for both external vendors and internal customers, resolving billing inquiries and discrepancies
- Ensure that vendor discounts are applied, and payments are issued within agreed terms
- Investigate outstanding vendor balances, reconcile account statements, and communicate resolution plans
- Perform month end reconciliations of statement activity, journal entries, and subledger balances using BlackLine
- Participate in major system upgrades and rollouts by testing configurations, documenting results, and providing actionable feedback
- Produce and distribute internal communications, presentations, and analytical reports using Word, Excel, and PowerPoint
- Undertake other finance related projects and special assignments as required to support the team
WHAT WE NEED FROM YOU
Minimum Qualifications
- Successful completion of Grade XII (high school diploma or equivalent)
- 2-3 years of related professional experience
- Completion of a related post-secondary diploma or courses leading to a diploma OR five (5) or more years of related experience
Preferred Qualifications
- Deep understanding of accounts payable procedures, internal controls, and SOX compliance best practices to support accurate financial reporting
- Hands-on experience with SAP financial modules and OCR platforms to automate invoice capture and matching processes SAP
- Effective verbal and written skills, with the tact and diplomacy needed to liaise with vendors, peers, and business unit stakeholders
- Advanced capabilities in Excel, Word, PowerPoint, Visio, and Microsoft Teams for reporting, presentations, and teamwork
- Proven ability to juggle multiple tasks, reconcile complex accounts, and meet tight deadlines through meticulous planning and analysis
- Creative thinker who easily adjusts to evolving processes and policies, works independently or within a team, and thrives in a fast-paced environment
TransAlta Corporation
110 Twelfth Ave SW
Calgary
Alberta Canada
www.transalta.com
