Operations Support Assistant

Affiliation: MoveUP

Employment Status: Full-Time Temporary

Salary: $2,444.00

Short-term Incentive Eligible: No

Workplace Flexibility: No

Temp Duration: 6 to 18 months

Posting End Date: Open until filled

As the province’s largest energy provider with more than 100 years of knowledge and experience, we proudly deliver renewable energy, natural gas, electricity and propane to 1.3 million customers.

We're actively seeking new talent to join our mission of transforming B.C.'s energy landscape. As one of BC's Top Employers with a diverse team of over 2,700 employees, we are committed to a safe and inclusive culture where each of us can connect, belong, and grow. Join us, and together, let's shape a brighter future for B.C.

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.

Our engaging workplace offers a wide range of challenging opportunities, while being safe, inclusive and diverse. We offer a competitive salary and benefits package, while supporting life-long career development. We also encourage volunteerism and nourish the need to give back to your community.

FortisBC acknowledges and respects Indigenous Peoples in Canada, on whose Traditional Territories we all live and work. FortisBC is committed to Reconciliation with Indigenous Peoples and is guided by our Statement of Indigenous Principles.