Temporary Records Document Coordinator (PWU)

Temporary Records Document Coordinator (PWU)
(Temporary 18 months contract)

Posting #2026-008

Position Purpose

Responsible for ensuring that drawings and other documents are progressing through the workflows in a timely manner so that the information provided to GIS, document management and OMS users is as current and accurate as possible.  Analyze complex data issues, and work with the appropriate parties to correct them.  Make recommendations for process change that will allow us to continuously improve the usability of the information stored in the systems.  Provide maps, reports and documents in response to requests from both internal and outside parties.

Primary internal business support person for our engineering document management software. Assists in the development of work instructions and trains end users of Alectra’s Geographic Information System (GIS).

Key Responsibilities/Accountabilities

• Analyzing and resolving data issues in the GIS and document management systems as identified by Design Technologists, field crews, System Control Operators, Records.
• Analyzing JDE work orders and document management documentation to identify and resolve document life-cycle workflow issues and recommend improvements.
• Supporting Operations in preparation for Alectra equipment replacement.
• Participating in product design and testing for the document management system.
• Analyzing and resolving issues with transformer data.
• Updating GIS transformers with information supplied by Operations or JDE equipment issued out of Stores.
• Training/supporting the summer student and Network Services Clerk and acting as the backup person.
• Preparing spreadsheets for automated document/equipment load to GIS or the document management system.
• Maintaining electronic or paper document management systems and processes related to agreements, permits, legal, design/construction and various engineering documents based on records management principles and best practices.
• Securing project closure records and reports to comply with the organization’s practices and policies or as governed by the ESA.
• Reviewing initial constructed as-built submissions to ensure compliance to electronic filing requirements. Generating reports to track status, progress and exceptions which provide input into departmental KPI’s.
• Revising, generating and distributing engineering records using both manual and computer techniques.
• Monitoring document management repositories to assure organizations’ practices and policies, or as governed by the ESA, are maintained by others performing various engineering records administrative duties.
• Assisting in the development of work instructions and providing training for the GIS end users throughout the organization by assisting in preparing and maintaining work instructions, assisting in preparing course outlines and training materials and training departmental trainers and/or end users.
• Responsible for a working knowledge and understanding of and make all efforts reasonable to work in accordance with and ensuring work is done in compliance with the appropriate safety legislation, EUSR rules, Alectra policies and procedures and safe work practices that apply to the work while adhering to the internal responsibility system. Reports any unsafe conditions or observed unsafe work practices using Alectra procedures.
• The incumbent may be asked to perform other related duties which may be assigned from time to time.

Qualifications, Knowledge, Skills and Competencies

Education & Specialized Knowledge

• A University or College degree in Geography, Records Management, IT, or equivalent work experience.
• Completion of post-secondary records/document management courses is an asset.
• Demonstrated advanced knowledge of MS Office applications (Word, Excel, Access, Visio).
• A working knowledge of records and information management procedures.

Experience

• Minimum two (2) years related experience.
• Technical experience, clerical experience, preferably in a utility.

Skills/Abilities/Competencies

• Demonstrated ability to navigate and interpret information on GIS and map applications.
• An understanding of engineering design practices.
• Knowledge of CAD software is an asset.
• Experience with MS SQL or Oracle databases is an asset.
• Excellent verbal and written communication skills.
• Ability to organize work.
• Good interpersonal skills with public and staff.
• Must hold and maintain a valid Class “G” driver’s license.

   

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Who we are

As the largest municipally owned electric utility in Canada, we are committed to growing, evolving and remaining innovative to build a sustainable and brighter future. Our values set us apart and are our fundamental beliefs about our organization:

Safety: Stay aware, prevent risks and protect each other.

Respect: Value everyone, act honestly and foster inclusion.

Customer Focus: Be reliable, anticipate needs and deliver exceptional solutions with care.

Excellence: Elevate performance, embrace diversity and deliver quality through collaboration.

Innovation: Drive growth by embracing change, creativity and continuous improvement.

Here’s why Alectra might be your ideal workplace:

• We offer comprehensive benefits. From health and wellness programs to financial security though our Defined Benefit Pension Plan – we offer a robust benefits package that supports you and your family.
• We invest in your career development. At Alectra, we care about our team’s future through offering ongoing trainings, mentorship and learning opportunities.
• We care about you work-life balance. Understanding that taking time off is essential to employee well-being, sustained productivity and high performance, we offer the following:
  • Time off: At Alectra, we offer various time off options for our employees including vacation time, personal days, milestone parental leave top-up, volunteer days and bereavement days.
  • Disconnecting from work: We prioritize your well-being through our “Disconnect from Work” policy which ensures you can maintain a healthy work-life balance.
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At Alectra, your unique contributions matter and help drive our collective success to a more sustainable and brighter future.

Ready to Apply?

If this sounds like you and gets you excited, we’d love to hear from you! Simply click the apply button to submit your resume and take the first step toward joining our team. *Due to the high volume of applications, we are unable to accept resumes via email. All applicants must apply through our careers page to be considered.*

*First consideration will be given to permanent employees in the PWU bargaining unit.

**As per the Collective Agreement, any permanent new hire in their bargaining unit must remain in their current position for at least twelve (12) months prior to commencing a new position.

Note: To be considered as an internal candidate you MUST use your Alectra email address when applying to jobs. This will link your application to your Dayforce Profile.

At Alectra, we celebrate diversity and are committed to an inclusive recruitment process that honours the dignity and independence of all applicants. If you require accommodation during the process, please contact [email protected]. We will work with you to ensure your needs are being met to the point of undue hardship.

Thank you for your interest in building a career with us. While we appreciate all applicants, only those selected for an interview will be contacted.

Please note: We kindly request no unsolicited resumes or agency referrals. Alectra does not accept resumes from recruitment agencies for any open positions unless a valid contract is in place.

Use of Artificial Intelligence (AI) in Recruitment 

 At Alectra, we’re committed to energizing a brighter future through innovation and responsible technology use. While we may use digital tools to support the efficiency of our recruitment process, we do not use AI to identify or screen candidates. Applications are personally reviewed by either a member of the Talent Acquisition team or one of the hiring leaders, ensuring a fair and human-centered experience for all applicants.