Engineering Clerk

The Opportunity

Position Purpose:

Reporting to the Manager of Design, this Engineering Clerk assists in the creation and monitoring of work orders and/or joint use permit applications. The position is responsible for the initial set-up of new residential subdivision services, maintenance and tracking of record file systems. For CVC & Joint Use, this position is responsible for receiving, completeness review, tracking, reporting, issue resolution, and providing status updates on joint use permit applications. 

Responsibilities:

• Process and monitor utility applications and notifications to the Municipality, utilities and other agencies
• Coordinates response to Municipalities for request for comments on site plan approvals, commercial development applications and general variances.
• This position is the first point of contact for customers, developers, consultants, contractors and other external agencies. Provide frontline interface to external and internal customers, contractors, and suppliers. Deal effectively with customer inquiries by directing them to appropriate parties for timely and accurate responses.
• Sort and process internal and external correspondence including mail, faxes and courier deliveries
• Performs initial setup of new subdivision residential services by interpreting work order, drawing and registered plan information to ensure timely and efficient completion of the work order process.
• Liaise with various departments, determines the completion of subdivision, ICI and non-paper trail work orders that begin the work order review process; Assists in the set-up of work order numbers in JDE.
• Set up Purchase Requisitions for department. Submit and track New Vendor Forms, Single Source documents & Cheque Requisitions
• Organize, maintain and process Engineering records, correspondence, contracts and applications using the departmental filing system
• Locates and retrieves records located at the corporation’s records storage facilities and issues to the requestor. Records, packages and prepares file records for mailing.
• Prepare correspondence, reports, meeting minutes, memo, presentations and documents
• Orders and distributes office supplies for the department
• Monitor and track applications and contracts to ensure compliance with record retention requirements and practices
• Prepare necessary documentation for Offer to Connect (OTC) and Net Present Value (NPV) calculations
• Work with Customer Capital, ICI & Layouts, and Rates Departments to ensure project’s final costing report is accurate. Prepare Capital Contribution/Expansion Deposit Refund summary. Process necessary invoices and Cheque requisitions.
• Determine, and once approved, process reduction/release of Letters of Credit as project requirements are fulfilled.
• Confirm all requirements are fulfilled and issue clearance letters to the City for subdivision projects
• Ensure all legal descriptions and Reference Plan requirements are accurate and proper.
• Prepare and coordinate approval of the process easement documentation registration.
• Tracks, distributes and receives new, removed and as-built joint use attachment permits. Liaise with joint use partners, Design Supervisors and Finance Department for billing reconciliations.
• Processes department activity reports for joint use permits.
• Submit to Regulatory monthly tracking for reporting to the OEB compliance to their written responses and design appointments met according to their requirements.
• Record and coordinate receipt, response and return of PUCC applications
• Provide Backup and support for other Clerks in the Network Services Division.
• Responsible for a working knowledge and understanding of and make all efforts reasonable to work in accordance with and ensuring work is done in compliance with the appropriate safety legislation, EUSR rules, Alectra policies and procedures and safe work practices that apply to the work while adhering to the internal responsibility system. Reports any unsafe conditions or observed unsafe work practices using Alectra procedures.
• Perform other duties as assigned 

Skills & Qualifications:

Education & Specialized Knowledge

• Minimum two year college diploma in Office Administration, Business Administration
• Requires basic knowledge of file systems and records management. 

Experience

• Requires a minimum of 1 year of related experience within utility environment
• Minimum 3 years’ experience in an administrative role

Skills/Abilities/Competencies

• Demonstrated interpersonal skills in dealing with internal and external customers with the ability to accurately assess customer requirements in a professional and courteous manner
• Ability to work effectively in a team oriented, high volume, fast paced environment
• Proven organizational, analytical and problem-solving skills
• Proficiency in Windows-based office applications including Word and Excel with above average keyboarding skills.
• Solid written and verbal communication skills
• Basic knowledge of Occupational Health and Safety Act requirements as it relates to individual, organizational and operational requirements 

How to Apply

If you would like to be considered for this position and meet the qualifications, please submit your resume by visiting our Careers page at https://www.alectra.com/careers.

Alectra is an equal opportunity employer and is committed to providing a recruitment process that respects the dignity and independence of all candidates. Alectra will consult with all applicants who request accommodation during the recruitment process to ensure that the accommodation provided takes into account the applicant's individual accessibility needs, to the point of undue hardship.

In accordance with Alectra’s COVID-19 Vaccination Policy, as a condition of employment, successful job applicants must provide written proof of full vaccination against COVID-19 prior to their start date. This requirement is subject only to valid human rights-based requests for accommodation to the point of undue hardship. 

We thank all applicants for their interest in a career with Alectra. Only those selected for an interview will be contacted.