Operations Support Clerk

48820 - 
Thunder Bay - 
Rotation - 
6 months 
Hydro One is proud to be the largest electricity transmission and distribution provider in Ontario, serving nearly 1.4 million customers. We have a long history in the industry with our roots dating back over 110 years to 1906. Since then, we have worked to grow and evolve to meet the changing needs of our customers and communities across Ontario. Today, we’re focused on providing exceptional customer service and ensuring we are building safe communities where we live, work and play.
It’s an exciting time to join the team at Hydro One!
Provide a support service to the Remote Community Electricity Service area. Input and update the Fuel Management Program. Calculate and monitor fuel consumption, monitor winter road and barge in-service closure dates. Monitor location of crew personnel, prepare requisitions and contract documents and assemble details to complete an invitation to tender. Coordinate aircraft service for staff and carry out a variety of administrative tasks such as notification of accidents, taking and issuing minutes of meetings and performing word processing duties. Maintain regular contracted payments to Hydro One operators. Assist in the development of maintenance schedules, development of work program and variance reports. Maintain filing systems for, technical and non- technical binders and keep information up-to-date. Check and verify invoice amounts prior to forwarding to Supervisor for approval and payment.
Job Description:
-Work with fuel suppliers to reach agreement on sufficient levels of fuel in inventory and order fuel on a regular basis, as required. Input, update and monitor the Fuel Suppliers' service via the Fuel
-Management Program for all remote communities. Input fuel dips/fuel level readings and meter readings when received from each community. Ensure that the efficiency rate is within the designated confines or investigate and solve any discrepancies. Prepare requisitions for the supply of diesel fuel. Assist in reconciling fuel used and delivered to
-the general ledger. Check and verify invoices for accuracy and completeness against fuel received. Prepare fuel invoices for approval and payment by the appropriate signing authority. Monitor winter road and barge in-service and closure dates. Notify suppliers when contracts are suspended, based on accessibility of winter roads and the barge season. Resolve minor disputes with fuel suppliers and pass more difficult issues to supervisor, as required.
-Calculate and monitor fuel consumption and kw/hr produced. Receive data from the Remote Community Site Operators and input to computer program and prepare fuel efficiency report. Evaluate and analyze data produced from previous and expected results. Contact operators if data is incorrect and obtain new data. Provide regular fuel reporting results to finance for review and assist with investigating variances.
-Coordinate booking of aircraft service for field staff. Order food for different work crews. Input data into the Flight Program and contact personnel and Aircraft carriers for information, as required. Acquire the next consecutive flight number, times, passengers, or freight and enter the logs of each flight. Monitor and record the daily and weekly movement of aircraft associated with Remote Communities business. Maintain an active and accurate flight board. Log incident reports, as necessary. Resolve minor disputes with aircraft service or food provider related to service and refer more difficult issues to supervisor, as required.
-Receive and process all flight invoices by sorting their flight numbers and matching them with the Flight Program. Ensure invoices are for the correct amount, check individual logs and make any necessary amendments (such as deducting flight/log cancellation charges) before forwarding to each supervisor for approval and payment. On a monthly basis, provide accounting distribution, based on supervisor input, to finance for recording. Resolve minor disputes with aircraft service providers related to invoice issues and refer more difficult issues to supervisor, as required.
-Maintain regular contracted payments to Hydro One operators. Receive and check agent overtime invoices. Ensure invoice amount, approval overtime amount and taxes are correct before forwarding to supervisor or respective First Nation administration for payment.
-Respond to operator, First nation or general inquiries regarding invoices and payments. Work with suppliers to resolve missing invoices, purchase order issues and unknown payments etc. Review, approve and monitor items requiring approval including material requests, orders and invoices. Review and approve routine invoices, as required. Resolve minor disputes with suppliers and refer more difficult issues to supervisor, as required
-Monitor location of crew staff performing maintenance work on a daily basis. Respond to telephone inquiries and trouble calls, attempt to identify source of problem and determine location of caller, utilizing appropriate apparatus, (i.e. Area maps). Relay information/requests to service crews on the basis of priority and upon the availability and proximity of crews.  Refer major service disruptions, emergencies to Supervisor to generate further action.
-Notify customers with respect to cases of planned interruption to service, as directed by Supervisor.
-Prepare requisitions and contract documents in accordance with approved procedures for work such as grass cutting, snow plowing, janitorial services, garbage removal, diesel fuel purchases for barge, winter road, road rail deliveries, etc. Material requests must be created in system software in order to enable purchase orders to be created by others.
-Assemble details needed to complete an invitation to tender prior to the commencement of a job. Monitor and expedite the service, when required. Receive approved purchase orders, check for accuracy of data and make arrangements for correction or completion of data as necessary. Check on completion of jobs for correct invoice amounts and make adjustments to requisitions, as necessary. Note expiry dates on the contracts and arrange for new contracts. Maintain records for future requirements.
-Assist in the development of maintenance schedules. Collect data from a variety of sources such as, SAP, operations reports and manufacturers' schedules and prepare required data for presentation, using appropriate software programs. Record, report and maintain statistical information pertinent to schedules, estimates, manhours, work affecting customers, and/or other necessary details. Monitor, input/extract and update databases, administering computer applications programs, ensuring that accuracy and timeliness are maintained. Ensure that current statistics are maintained and consistent with changes in the job data as provided. Produce monthly, quarterly or year-end reviews of Department work accomplishments or statistics.
-Assist in the development of work program and variance reports for Mechanical, Civil, Electrical Maintenance, Operating and Lines. Collect data and information for the preparation of work programs, estimating, reconciling variances and maintenance/capitalwork orders, as required. Assist in estimating, reconciling variances or maintenance/capitalwork orders.
-Maintain technical and non-technical binders. Prepare new files and ensure that information is kept up-to-date and organized in an effective manner.
-Check expense reports and accompanying invoices for proper account distribution, correct totals, etc. and forward for approval to the appropriate signing authority as outlined in the Organization Authority Register. Answer questions relating to distribution of account numbers.
-Provide word and data processing service which includes preparing correspondence, reports, forms, cards, summaries, schedules, transferring data, etc. Verify errors in reports and make necessary corrections by following established practices, or by contacting appropriate staff. Assist in the preparation and distribution of EHSMS operating procedures and related documents.
-Carry out various clerical/administrative tasks such as:  preparing documents to notify staff of accidents affecting department staff, taking and preparing minutes of trades meetings and attending contract award meetings. Clarify items for minutes, as required.
-Perform other duties as required.
 
Selection Criteria
Education :
-Requires a knowledge of office administration, arithmetic for processing information associated with codes, time and account sub-distributions.
-Requires a knowledge of basic accounting to reconcile variances and capital work orders. Requires a knowledge of computer technology to update various computer applications programs for the production of various tables, reports, presentations and the maintenance of various records. Requires proficiency in the operation of keyboard equipment to type memoranda, correspondence and various reports.
-Requires a good knowledge of English both written and verbal to communicate effectively with others. 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.
 
Experience :
-Requires business office experience to be familiar with the various forms used, filing and records maintenance and the operation of a variety of office equipment and administrative processes.
-Requires experience relevant to Remote Communities work to be familiar with technical terminology and the equipment and materials employed.
-Requires experience to understand the nature of the work performed, contacts involved, adherence to schedules, to facilitate operational efficiency and optimum service.
-Requires experience with various software applications, SAP,