Entry level admin assistant Jobs in Innisfil, ON

General Accountabilities

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• Provide advice to customers relative to new service supply regulations & policies, underground subdivision design process, connection and inspection requirements. Discuss client needs and provide/request information in the desired format and assist customer by clarifying and amplifying technical service details, by correspondence, telephone, modem, etc. Advise customers and follow up with their contractors on matters relative to Corporate policies as well as practices and procedures applicable to customer services and equipment.
• Respond effectively to customer/contractor/developer inquiries and complaints associated with underground subdivision developments and/or processes over the telephone, by correspondence, by modem, etc. Determine the nature and significance of the problem and as circumstances dictate, provide the necessary advice and guidance, attempting to come to an agreeable resolution, or refer to Supervisor or other appropriate personnel for action. Respond to inquiries, as required from external organizations such as municipalities, government agencies, providing information where necessary. Refer more complex technical problems or issues associated with policy, procedures or interpretation which are considered beyond the scope of the job responsibilities, to Supervisor or other appropriate personnel for resolution.
• Manage the underground subdivision phone lines and mailbox. Respond to calls and mail within defined timelines with appropriate actions and communication. Collect customer data including phone numbers, addresses, company name, development details, etc. Record data required for completion of underground design work and future communication. Follow up with written communication and data requests. Input/update data received in databases as required.
• Prepare and send letters to customers/developers/contractors at various stages of projects providing direction and expected outcomes/responses. Track the status of projects and follow up with appropriate notifications as required. Ensure appropriate requests for work/contracts are signed and arrange for/take payment and forward to appropriate Department. Explain appropriate policies and procedures complete with all required information (e.g. inspection guides, procedures, standards, etc.).
• Prepare subdivision agreements for review, distribution and approval. Extract costs from Passport for input into the cost calculator. Prepare costing of work from estimates in Passport, which will require becoming familiar with the use of the cost calculator to establish correct pricing of work for inclusion in the agreement.
• Prepare and send letters to approving authorities for permission to carry out work. Forward appropriate components of work to others for completion. Monitor and track status of approval or work using databases and other means. Notify other parties of status of approvals or work schedules. Compile summaries of outstanding approvals or work status for use by others. Using information in databases, or upon request, follow up on status of approvals with various external authorities or with field personnel.
• Operate computer equipment, as required, to utilize databases related to system programs as required to: record, update, load and unload and report statistical information associated with work load, schedules, estimates, man-hours, distribution system, work affecting customers and other necessary details. Monitor, input, update, and extract data, using computer application programs, ensuring that accuracy and timeliness are maintained. Receive data such as sketches, work instructions from technicians or others and interpret or disseminate for interpretation, as appropriate, assembling and adjusting appropriately for entry into computerized systems to produce estimate, material lists, work schedules, as required. Produce reports, as required/scheduled.
• Communicate with external parties around costs, schedules, approvals associated with equipment moves across multiple boundaries. Set up, open & close Work Orders associate with such moves. Prepare costing of work from estimates using cost calculator or appropriate tools. Initiate required billing and handle associated payments as per corporate requirements. Provide coordination role for work undertaken by multiple work centres.
• Provide a service to back up the local area network (LAN) system through changing tapes and monitoring system etc. Assist personnel by contacting appropriate resource people with regards to system/equipment malfunctions, reporting or providing clarification of operating instructions as necessary. Carry out remedial actions in order to attempt to clear fault, as instructed by resource personnel. Refer to Supervisor or designate for direction or resolution where response to corrective measures is unproductive.
• Open and close work orders as required to carry out work, or as directed by supervisor. Monitor and report on work order costs and activity. Collect and input data as required to report accomplishments.
• Perform a variety of clerical activities associated with the handling of transactions in accordance with established policies, practices and procedures, using various manual, local and corporate computerized systems. Forward payments received, competitive pricing contracts, etc., as directed. Notify appropriate personnel including other Utilities when delinquent account payments are received. Refer to Supervisor or others as necessary on doubtful aspects of work matters, such as obtaining clarification or required approvals.
• Prepare requisitions for outside services and purchases as directed by Supervisor. Process, check and verify invoices, including Credit Card statements, assign proper account distribution and journalize account distribution inputting information via a computer terminal. Forward to appropriate source for approval and assurance of payment.
• Input work standards and/or accomplishment units to various reporting systems via a computer terminal.
• Perform a variety of clerical/administrative tasks including:
• Typing service as assigned
• Mail sorting, pickup and delivery
• Maintenance of and filing in filing system
• Assisting with clerical processing of joint use data preparing/processing of billing authorizations and permits from data supplied
• Processing and maintaining records
• Making travel arrangements for personnel
• Maintaining stationery stock, issuing equipment and assisting in stock inventory and receipt
• Perform other duties as required
  

Selection Criteria

Essential Knowledge:

• Requires a knowledge of mathematics to prepare data for estimates and variances, perform associated computations, process information associated with time/allowance codes, time and account distributions.
• Requires a basic knowledge of electrical theory to prepare various reports, instruction orders, etc. for the installation and maintenance of electrical equipment.
• Requires knowledge of staking data to assist in emergency situations.
• Requires knowledge of computer operation (including keyboard skills) and data processing to utilize system and standalone computer application programs for the production of various tables, reports and other similar representations and for inputting, extracting and updating data.
• Requires a knowledge of English to facilitate verbal and written communication to respond effectively to inquiries, concerns, to provide advice and guidance, to compile, summarize, prepare reports and other associated documentation, as well as to relay messages or instructions between base and field locations. This knowledge is considered to be normally acquired either through the successful completion of Grade XII in a Secondary, Commercial or Technical School or by having the equivalent level of education.
• Requires general office experience to appreciate and be familiar with cost and account distribution, the various forms used, file management, the operation of a variety of office/automated equipment and other clerical/administrative processes.
• Requires the ability to deal with queries and complaints from the public and other parties in an efficient and competent manner.
• Requires experience relevant to area lines, forestry and customer service work to be familiar with technical terminology, equipment and materials employed and to understand the nature of the work performed, the contacts involved, adherence to schedules, in order to facilitate operational efficiency and optimum service.
• Requires experience to interpret staking data including work instructions from technicians and the ability to prepare final sketches for line construction jobs based on rough sketches submitted by field staff. A period of up to six years is considered necessary to gain this experience.