Network Operations Clerk

Description

The Opportunity

Position Purpose:

Provides administrative and clerical support to the Network Operations department.

Reporting to the Manager, Lines, this position is responsible for processing and organizing support documentation for the lines field staff, supervisors and manager and to ensure that accurate information is forwarded to payroll, engineering and accounting department(s).  The incumbent is responsible for locates, maintaining and monitoring Records of Duty Status, work order processing, timesheets, attendance records, complying with engineering and accounting procedures and where applicable the Collective Agreement.    

Responsibilities:

Bullet points of addition responsibilities of the position.

·         Reviews and processes timesheets for accuracy and ensures they are submitted daily.  Verifies account and work order numbers are allocated, match work reports and ensures work reports are completed and accurate.

·         Verifies duty log hours are accurate and records in Duty Log Database to monitor the regulations mandated by the MTO.

·         Tracks duty log hours within the regulated 70 hour maximum mandated by the MTO. Maintains file system for back up information.

·         Tracks leave requests such as vacation, sick, banked overtime, used time banked from overtime reports or timesheets and ensures records coincide with HR and Payroll records.  Ensures leaves requested do not exceed entitlement under the terms of the Collective Agreement and reports discrepancies to supervisor.

·         Co-ordinate planned customer outages

·         Co-ordinate Supporting Guarantees and billing

·         Investigate discrepancies and coordinate adjustments between timesheets and actual payment

·         Performs user acceptance testing of system and procedural changes, documenting new and revised procedures

·         Coordinate with payroll

·          Receive, direct and respond to Network Operations calls including:

o   inquiries from Customer Service that require action from Network Operations

o   inquiries from ESA, electricians, builders, customers, and other departments

·         Provide the Network Operations administrative support for Customer Connections, including:

o   schedule and preparing customer connections work for Line crews

o   record new calls, completions and deficiencies

o   provide call statistics on a periodic basis and post to intranet

o   compile timesheet information and construction records for customer and developer billing

o   extract drawings and maps for calls

o   input information into CC&B

o   contact ESA to verify electrician's Authorized Contactor Program status and coordinate ESA permits

o   coordinate appointments with other departments as required

·         Record minutes of monthly department safety meetings and documents records attendance, schedules meeting rooms and arranges for visual aids, catering, etc.

·         Reconcile visa statements

·         Maintains work order files for work order review and ESA audits.  Processes work orders for the lines department in compliance with engineering and accounting practices, procedures and Conditions of Service.

·         Maintains spreadsheets/databases for work order tracking, attendance, duty hours, locates, invoices, plant deficiencies, restorations, on-call, etc.

·         Maintains and processes expense forms and maintains files for clothing and boot allowances.

·         Prepares reports on project status and 3rd party accidents involving distribution equipment.  Prints work order costing reports and reviews to ensure appropriate charges are applied prior to forwarding to accounting department.

·         Apply for police reports, attach pictures/ documents to JDE and co-ordinate and bill recoverable claims

·         Performs clerical duties and troubleshoots computer issues for Supervisors, Sub forepersons, and Manager of Lines.

·         Responding to incoming customer inquiries and book vault inspections and new services

·         Monitor completion of all service orders from start to finish.  Record such orders, deficiencies and installation information.

·         Obtaining locates through Ontario One-Call.

·         Ordering office supplies for department.

·         Support other clerical positions as required, including back-up the Locates department as necessary, including the use of “Teldig” locates processing program

·         Prepare/track internal requisitions in JDE, new vendor forms and single source forms

·         Update IOM Follow-ups

·         Prepare letters to customers for rebuilds or deficiencies

·         Drop off letters/ notices on site

·         Other duties as assigned.

·         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.

Education & Specialized Knowledge

·         Secondary School Diploma

·         Successful completion of Post-Secondary School Diploma in Business Administration or equivalent.

Experience

·         1-2 years of experience in an administrative function

Skills/Abilities/Competencies

·         Demonstrated knowledge of MS Office applications (Word & Excel).

·         Good communication skills

·         Excellent written and oral communication skills.

·         Excellent interpersonal, time management and organizational skills.

·         Knowledge of JDE, GNet and IOM would be an asset

·         Demonstrated knowledge of work order processes is an asset

·         Process oriented thinking, strong analytical and problem-solving skills

·         Team player who is open minded, with a flexible attitude

How to Apply

**FOR INTERNAL CANDIDATES ONLY:  First consideration will be given to permanent employees in the PWU bargaining unit.

If you would like to be considered for this position and meet the qualifications, please submit your resume by clicking on the button below.

Alectra is an equal opportunity employer and is committed to providing a recruitment process that respects the dignity and independence of all candidates. Alectra will consult with all applicants who request accommodation during the recruitment process to ensure that the accommodation provided takes into account the applicant's individual accessibility needs, to the point of undue hardship.

We thank all applicants for their interest in a career with Alectra.

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