Operations Support Clerk

Hydro One Networks Inc•Thunder Bay, ON

5d•CA$100,341 - CA$106,745•Onsite

About The Position

Hydro One is the largest electricity transmission and distribution provider in Ontario, serving nearly 1.5 million customers. With a history spanning over 110 years, Hydro One has evolved to meet the changing needs of its customers and communities. The company is focused on providing exceptional customer service and building safe communities. This role is a temporary, 12-month position located in Thunder Bay.

Requirements

Knowledge of office administration.
Knowledge of arithmetic for processing information associated with codes, time, and account sub-distributions.
Knowledge of basic accounting to reconcile variances and capital work orders.
Knowledge of computer technology to update various computer applications programs for the production of tables, reports, presentations, and maintenance of records.
Proficiency in keyboard equipment operation to type memoranda, correspondence, and reports.
Good knowledge of English, both written and verbal, for effective communication.
Completion of Grade XII in a Secondary, Commercial, or Technical School, or equivalent level of education.
Business office experience to be familiar with forms, filing, records maintenance, office equipment operation, and administrative processes.
Experience relevant to Remote Communities work to be familiar with technical terminology, equipment, and materials.
Experience to understand the nature of the work performed, contacts involved, and adherence to schedules.
Experience with various software applications, including SAP, Microsoft Office, and Regional Work Management System (RWMS), to produce reports.
A period of up to two years of experience is considered necessary.

Responsibilities

Provide support services to the Remote Community Electricity Service area.
Input and update the Fuel Management Program, including calculating and monitoring fuel consumption and monitoring winter road and barge in-service closure dates.
Monitor the location of crew personnel.
Prepare requisitions and contract documents, and assemble details for invitations to tender.
Coordinate aircraft service for staff.
Perform administrative tasks such as notifying of accidents, taking and issuing minutes of meetings, and performing word processing.
Maintain regular contracted payments to Hydro One operators.
Assist in the development of maintenance schedules, work programs, 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 for approval and payment.
Work with fuel suppliers to manage fuel inventory levels and order fuel.
Input fuel dips/fuel level readings and meter readings from remote communities into the Fuel Management Program.
Ensure efficiency rates are within designated confines or investigate and resolve discrepancies.
Prepare requisitions for diesel fuel supply.
Assist in reconciling fuel used and delivered to the general ledger.
Check and verify fuel invoices for accuracy and completeness.
Prepare fuel invoices for approval and payment.
Notify suppliers when contracts are suspended based on accessibility of winter roads and barge season.
Resolve minor disputes with fuel suppliers and escalate complex issues to the supervisor.
Calculate and monitor fuel consumption and kw/hr produced.
Receive data from Remote Community Site Operators, input into computer programs, and prepare fuel efficiency reports.
Evaluate and analyze data from previous and expected results.
Contact operators for data correction 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 work crews.
Input data into the Flight Program and contact personnel and aircraft carriers for information.
Acquire and enter flight details (number, times, passengers, freight) into logs.
Monitor and record daily and weekly aircraft movements related to Remote Communities business.
Maintain an active and accurate flight board.
Log incident reports as necessary.
Resolve minor disputes with aircraft service or food providers and escalate complex issues to the supervisor.
Process flight invoices by sorting flight numbers, matching with the Flight Program, and verifying amounts.
Make necessary amendments to invoices (e.g., deducting cancellation charges) before forwarding for approval.
Provide accounting distribution to finance on a monthly basis.
Receive and check agent overtime invoices for accuracy.
Respond to operator, First Nation, or general inquiries regarding invoices and payments.
Work with suppliers to resolve issues with missing invoices, purchase orders, and unknown payments.
Review, approve, and monitor items requiring approval, including material requests, orders, and invoices.
Monitor crew staff locations performing maintenance work daily.
Respond to telephone inquiries and trouble calls, identify problem sources, and determine caller locations.
Relay information/requests to service crews based on priority, availability, and proximity.
Refer major service disruptions or emergencies to the Supervisor for action.
Notify customers of planned service interruptions as directed by the Supervisor.
Prepare requisitions and contract documents for services like grass cutting, snow plowing, janitorial services, garbage removal, and fuel deliveries.
Create material requests in system software to enable purchase orders.
Assemble details for invitations to tender.
Monitor and expedite service when required.
Receive approved purchase orders, check data accuracy, and arrange for corrections.
Check completion of jobs for correct invoice amounts and make adjustments.
Note contract expiry dates and arrange for new contracts.
Maintain records for future requirements.
Collect data from various sources (SAP, operations reports, manufacturer schedules) for maintenance schedules.
Prepare data for presentation using appropriate software programs.
Record, report, and maintain statistical information pertinent to schedules, estimates, manhours, and work affecting customers.
Monitor, input/extract, and update databases, administering computer applications programs.
Ensure accuracy and timeliness of database information.
Produce monthly, quarterly, or year-end reviews of department work accomplishments or statistics.
Collect data and information for the preparation of work programs, estimating, reconciling variances, and maintenance/capital work orders.
Assist in estimating, reconciling variances, or maintenance/capital work orders.
Prepare new files and ensure technical and non-technical binders are kept up-to-date and organized.
Check expense reports and accompanying invoices for proper account distribution and correct totals.
Answer questions related to the distribution of account numbers.
Provide word and data processing services, including preparing correspondence, reports, forms, and schedules.
Verify errors in reports and make necessary corrections.
Assist in the preparation and distribution of EHSMS operating procedures and related documents.
Prepare documents to notify staff of accidents, take and prepare minutes of meetings, and attend contract award meetings.
Perform other duties as required.