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.
• 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
• Sound problem-solving, analytical and organizational skills.
• 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.