Office Coordinator

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Number of openings: Two (2)

Mobility: Hybrid

A. DUTIES:

Under general supervision, with a wide latitude for independent judgment and initiative in general, maintains various record systems; performs a variety of duties concerned with the closing out of work orders to meet the Plant Accounting Division schedule and a variety of clerical services; assists with projects or assignments associated with engineering, construction, standards, operation and maintenance of the Transmission and Distribution systems; acts as a representative of the district in the absence of supervision; and in addition; performs such duties as:

1. Demonstrating the following required skills within 2 years of entering this job classification:

a) Acquiring knowledge of work codes, accounts and knowing how and when to use this knowledge in the processing of work orders.

b) Acquiring a working knowledge of Plant Accounting needs and a detailed knowledge of all units of property.

c) Acquiring basic map reading skills and knowing construction symbology and terminology.

d) Acquiring knowledge of all forms used in engineering, construction, standards, operations and maintenance projects in Energy Delivery.

e) Acquiring knowledge of the transmission and distribution infrastructure.

f) Having knowledge of Energy Delivery's policies and procedures.

2. Acquiring a working knowledge of the PC and mainframe applications; and the ability to learn and apply any existing or new software applications. Receiving and acting upon departmental and inter-company calls and inquiries from customers, contractors, developers, electricians, installers and other non-company personnel requiring attention and seeking solutions to generate maximum customer satisfaction.

3. Assembling and processing drawings, sketches, R/W releases, Construction Work Notices, permits, inspections, work orders, list of material and other papers for transmittal within the department and other departments.

4. Assisting in obtaining, distributing and tracking right-of-ways, permits and proposals with other departments, utilities, governmental agencies and customers.

5. Reserving, issuing and assigning proper capital, jobbing and specific work orders for betterment, improvements, abandonment and reimbursement.

6. Analyzing, balancing, reconciling and processing work orders dealing with transmission and distribution plant.

7. Reviewing, analyzing and processing the paperwork supplied by field personnel associated with completed transmission and distribution system installations. Performing data entry and final job completion processing through Company computer systems.

8. Preparing maps for updating of construction drawings and completed W.O.'s through the use of a computer work station for exception reporting.

9. Coordinating, maintaining and updating various paving related programs, data base tables, and generating various reports. Preparing and generating final paving restoration documents for the contractors; posting work orders and other data to corporate data bases.

10. Maintaining the master tax district record, and controlling the recording of transfers related to the annexations, school or fire district changes.

11. Obtaining authorized approvals, checking invoices and price sheets in connection with agreements and contracts of various kinds, maintaining accurate records for processing and payment of outside agencies invoices.

12. Contacting representative(s) of other companies and public authorities as well as other departments, divisions and sections within the Company to assist in coordinating the scheduling of construction and maintenance work.

13. Maintaining a working knowledge of Company policies and procedures as they relate to internal and external customers' projects and inquiries.

14. Resolving simple differences that arise between the Company and customers or their agents.

15. Supplying record information to Company personnel, other utilities and outside agencies by telephone, radio, mail or computerized mechanisms.

16. Compiling, typing and reporting various system related data associated with the day to day operations.

17. Ordering material, scheduling the delivery of supplies and equipment as directed by field and office personnel.

18. Analyzing error messages, determining the cause and taking necessary steps to correct for various systems.

19. Processing and entering data into the payroll system.

20. Operating computer equipment, to be able to enter, revise and extract data to update company records.

21. Operating and performing simple service on office machines.

22. Assisting with and/or presenting training for appropriate Company clerical personnel.

23. Attending and successfully completing any training required for the job.

24. Performing similar or less skilled work as assigned.

B. QUALIFICATIONS :

Must meet the Company's requirements as to GENERAL QUALIFICATIONS; and, in addition:

1. Must have had at least three (3) years experience in the following: Assistant Electric Operations Clerk, Gas Document Administrator 1, Senior Stenographer, Assistant Plant Records Clerk or Order Processing Representative, or the equivalent.

2. Must have keyboarding skills; which includes the ability to operate a typewriter, word processor or PC.

3. Must have a basic knowledge of simple office machinery, including 10 key calculators, copiers, faxes, etc.

4. Must respect the confidential nature of the information encountered in this work.

5. Must be adaptable; which includes being able to plan, schedule, meet deadlines and manage multiple priorities in varying environments, tasks and responsibilities or with different people.

6. Must be able to communicate clearly and concisely; expressing ideas effectively in individual and group situations. Adjusting language and terminology to the characteristics and needs of the audience.

7. Must possess skills in basic conflict resolution, which includes being able to solve routine problems or knowing who to call.

8. Must have Customer Service skills, which include being able to indicate through actions and decisions a sense of importance of understanding and serving the customer (internal and external); anticipating customer needs; taking action to overcome obstacles and seeking solutions to satisfy customers; in order to assist and advise on customer requests and relate information to others.

9. Must possess practical learning skills which would include assimilating and applying in a timely manner, new job related information that may vary in complexity.

10. Must pass an examination as specified by the department for entrance into this job classification.

11. Must have decision making skills which include being able to make decisions independently.

12. Must possess the initiative to acquire new skills that would be required to solve customers' inquiries.