Operations Support Assistant

Responsibilities

• Provides administrative support to Operations Support group through the use of electronic scheduling/calendaring the internet spreadsheet database word processing presentation contact management and office productivity and marketing software tools. Administrative support including; liaising between customers and other FortisBC personnel; assisting with service product and customer support inquiries and requests; maintaining filing systems scheduling meetings and answering the department 1-800 number. Provides administrative and clerical support for the area and may be sole administrative support person for the location. Acts as an assistant to Manager(s):
  • prepares and/or composes a variety of correspondence reports presentation materials charts and forms;
  • provides support with local purchases generation of invoices and tracking of receipts payments and expenses.
  • reviews incoming correspondence acts on when appropriate or redirects to appropriate place/ person;
  • develops and communicates office procedures with Manager to ensure efficiency and effectiveness of office;
• Acts as the main administrative contact for office or department; answers enquiries answers telephone arranges meetings books attendees facilities and arranges catering. May attend meetings and take minutes.
• Performs a wide variety of duties to ensure that the computerized device and equipment records database is correct and up to date including:
  • Analyzing a variety of data records and exception reports including:
    • Examines records and reports for correctness appropriateness and discrepancies and prioritizing items requiring investigation.
    • Accessing various databases and combination of database purchase orders and other records to track down the source or sources of each error;
    • Contacting various internal personnel to obtain and provide information and explanations as required;
    • Requesting field checks when necessary;
    • Determining and implementing necessary corrections on appropriate computer system(s);
    • Explaining appropriate procedures to others;
    • Advising other affected departments of error and/or correction as appropriate;
  • Updating databases by importing transferring or downloading files from other sources or by entering records
  • Preparing parameters to extract specific information and reports from databases
  • Recommending system improvements investigating problems and developing and implementing alternative methods and database enhancements
  • Produce field inspection/removal orders record test results & maintenance history and maintains status reports;
• Maintains a working knowledge of equipment maintained in the department and services and their application in order to provide information to other departments external agencies and customers.
• Maintains documents manuals catalogues and reports for the department involving; preparing processing and distributing revisions and additional filings to ensure manuals are kept current.
• Performs duties of a minor nature related to the above duties including driving a vehicle which do not affect the rating of the job.

Requirements

• High school graduation including courses in business communications and office practices
• Eighteen (18) months directly related relevant experience including records management and administrative support.
• Demonstrated strong communication and interpersonal skills to handle a wide variety of external and internal inquiries; including sound verbal and written communications skills with the ability to correct spelling punctuation and grammatical errors as required to prepare and compose a variety of external and internal correspondence and process inquiries
• Demonstrated sound problem-solving analytical and organizational skills.
• Demonstrated ability to be self directed highly organized and adaptable to be able to re-prioritize and adjust workload and schedule in order to satisfy multiple external and internal demands.
• Fast accurate keyboard skills including the ability to format various types of correspondence and reports into computer spreadsheets.
• Sound working knowledge of applications software in use in the department (e.g. MS Access Word Excel Project PowerPoint Maximizer SAP) and the ability to format reports documents and presentations.