Operations Support Assistant

• Compensation: $47,600 - $61,800 yearly salary
• Vacation and Holidays: Starting at 3 weeks of vacation and 12 statutory holidays.
• Comprehensive Benefits: We offer our employees extended health, vision and dental coverage that is flexible to meet your unique needs. This can include chiropractic, massages or therapy.
• Sick Hours: We offer 15 sick days annually that you start accruing on day 1 to ensure that you are taking care of your wellbeing without having to worry about getting paid.
• RRSP Program: We believe in investing in your future. We match your RRSP contributions up to 5%.
• Grow with us: Professional development opportunities through training, professional certifications, and education allowance provided.
• Employee Resource Groups (ERG): ERGs are voluntary employee groups that are based on shared characteristics or backgrounds and are sponsored by the organization.

• Supports the coordination of operating/administrative processes, customer billing, customer agreements, contractor agreements, and account receivable maintenance including collection of delinquent accounts. Works with local municipality staff and developers, providing up to date information. Maintains relationships and liaise on administrative matters with the City of Langford, Capital Regional District, Vancouver Island Health Authority, contractors and consultants.
• Performs general administrative tasks and reception duties, such as planning meetings, completion of expense claims, timesheets. Assisting in document preparation, greet visitors, and directing calls and mail as appropriate. Responsible for customer data upkeep for Navision software system.
• Performs AP/AR duties in compliance with company policies and procedures, including the timely processing of invoices, processing late payment fees and statements. Issuing Purchase Requisitions, and maintaining accounting records. Ensuring Parent Property files are current and up to date.
• Works with Office administration and Manager, Technical Services to communicate the appropriate rates to the public and prepare and distribute customer invoices as required. Reviewing accounts on a monthly basis and applying late payment fees as required. Overseeing the acceptance of customer sewer service applications, and City of Langford sewer assessments for accuracy and completion.
• Respond to routine, sensitive customer service and billing inquiries including municipal by-law changes, escalating issues to senior colleagues as needed.
• Responsible for timely collections of accounts receivables, utilizing BC online services, and a third party collection agency.
• Act as first point of contact for local operations, fielding calls regarding billing and other operational requests from external stakeholders such as contractors, municipal engineers or planners, legal offices, developers and customers.
• Review data and provide supporting documentation for various reports including AR balances and customer statistics.
• Assist and participate with the Health and Safety program, occasionally facilitating a monthly safety meeting, updating emergency manuals and contact numbers as required, and maintaining emergency contact information for the operations staff.
• Assist Operations during utility emergencies, recording relevant information related to those emergencies, and contacting appropriate responders and agencies according to jurisdiction.
• Organizes and maintains various filing systems, including an electronic management system and document retention program.
• Performs other related duties as required.

• 2 years related work experience in administrative support, accounting, billing, and/or customer relations.

• High school diploma.

• Diploma or certification in administration and/or utility billing would be an asset.

• High attention to detail.
• Strong organizational skills.
• Excellent time management skills.
• Ability to communicate effectively and professionally orally and in writing.
• Excellent customer service and interpersonal skills.
• Review and modify customer billing information to correct discrepancies, issue credits or apply necessary adjustments based on verified information.
• Ability to perform, organize, and prioritize work independently.
• Ability to perform multiple tasks simultaneously with a high degree of accuracy.
• Ability to collaborate and work within a team towards common goals.
• Skilled in the use of PCs, Teams, Outlook, and Microsoft Office including Word and Excel.
• General accounting knowledge and mathematical skills.
• Knowledge of utility customer care with water, electrical or gas.

• Usage of PC and/or laptop, copy machine, telephone, credit, debit card machine and other general office equipment.
• Lifting or moving up to 25 pounds occasionally.
• May stay in one position with little movement occasionally for short periods of time.
• Majority of time spent working indoors, under normal office conditions.
• Work is performed in an environment with minimal exposure to disagreeable conditions or hazards.
• Requires normal hearing and vision.
• May require short to moderate intervals of mental focus or sensory effort.
• May spend short or moderate intervals of time focused on a screen or on a task.
• May work on a minor/some amount of mentally or sensory stimulating tasks.
• Most time spent working on individual tasks or projects with minimal collaboration.
• May expend mental effort into communicating with internal and/or external stakeholders to establish compliance.
• Light degree of mental focus solving routine issues

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