This position provides administrative and clerical support for the Geospatial Services unit personnel; serves as a liaison with members, contractors, SECO employees and external customers. The various work functions are primarily related to contractor invoicing, maintaining joint use attachments, area light assets, underground damage prevention responsibilities. All joint use transactions and area light service order requests must be properly maintained so that billing records associated with these tasks is correct. The top priority is to ensure that Geospatial information remains in sync with the customer information and billing systems. Underground locate ticket invoices must be reconciled with our contract locator and Sunshine 811 ticket generation system. Other contractor invoicing will need to be validated and reconciled with our overhead/underground/inspection contractors.
Essential Duties and Responsibilities
This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative.
Receive and respond to excavation notices during normal and after hours in accordance with established time requirements. Interpret utility GIS maps/prints to identify type, size and location of underground utilities. Ensure dig site specifications listed on tickets are geographically accurate or follow-up with those companies or individuals so they know how to properly specify dig site areas.
Close out excavation notices, as required. Prepare monthly status reports on the total number of tickets processed including those sent to be located, those cleared internally and those delayed.
Record distribution code violations and monitor that companies are resolving the violations timely.
Reconcile monthly invoices received from contract locator against Florida’s statewide one call center ticket invoices.
Obtain further knowledge related to the Damage Prevention Guide published by Florida’s statewide one call center that identifies processes and the “Underground Facility Damage Prevention and Safety Act” Chapter 556, Florida Statutes procedures for the protection of subsurface facilities.
Monitor and maintain underground locate practices, ticket screening of facility data, contractors, and reconciling monthly invoices with work performed each month.
Process service orders and area light repair requests submitted through the Interactive Voice Response (IVR) system, email communications and web-enabled reporting tools daily in the customer information system (CIS) to ensure proper billing records and repair requests are completed accurately; maintain data quality and assurance.
Coordinate and support Key Account personnel on area light transfer requests to ensure that changes are properly transferred from one account to another.
Complete daily area light activity updates in GIS, activating and deactivating, installing and removing lights according to service order requests. Ensure all area light changes processed in GIS remains in sync with the customer billing information system.
Monitor billing activities for area lighting in CIS on all non-area light specific service orders. Research and generate reports of area light repairs to ensure lights are being billed properly; resolve area light discrepancies in CIS and GIS business systems.
Provide co-workers and customers with information related to area light processes and procedures. Assist with training and educating employees on the proper documentation and processes as they relate to area lighting.
Lead on troubleshooting process issues related to maintaining data effectively; performing regular scheduled review of all area light process activities to ensure the records are properly maintained and that the billing of these facilities is activated or deactivated in a timely manner.
Establish new service records in GIS subdivisions so that premise locations are established for new services.
Modify existing secondary conductor routes in Design Manager.
Monitor and reconcile missing meters reported on between GIS and Billing system.
Maintain joint use records as additional permits are approved or transfers or removals are requested.
Ensure compliance with Joint Use NESC requirements. Provide system compliance inspectors with map of attachments to be inspected, as needed. Notify joint use companies of any code violations; follow up to ensure they are completed timely; and maintain records and ensure compliance; report and track with resolved and invoices are paid.
Enforce contractual obligations and time frames to ensure companies are responding appropriately so that poles can be pulled once transfers are completed; monitor and notify construction offices that vacated poles need to be scheduled for removal every 60 days.
Process overhead and underground distribution and inspection construction invoices for payment.
Processing of invoices, including reconciliation.
Record keeping of pending/completed invoices.
Maintain FEMA compliant record keeping and invoices for storm related events.
Education and Experience
High School Diploma or GED.
Two years general utility office related experience.
Knowledge of underground distribution and customer information billing system.
Experience or similar work with an electric utility or related industry.
Knowledge, Skills, and Abilities
Ability to acquire knowledge of underground locating practices; State and Local underground locate damage prevention regulations; and skill in the proper use of SECO’s locate ticket screening process.
Ability to acquire knowledge of SECO’s GIS business mapping system and underground facilities to enter and maintain customer and network information and the process and procedures related to service orders and customer billing.
Ability to acquire knowledge of SECO’s construction units in order to validate contractor invoicing.
Computer proficiency in the use of MS Office products; ability to acquire skills in the use of applicable corporate software and customer information systems as it relates to the position.
Effective communication skills including written, verbal and listening; ability to prepare all types of office correspondence; design and produce reports; effective organization and documentation skills; detail oriented to complete assignments and meet deadlines; ability to work independently and in a team environment.
Excellent customer service orientation and interpersonal skills for effective interaction with managers, employees, contractors, customers and others.
Ability to maintain confidential information, and effectively manage stress and pressure in a frequently changing environment; ability to multi-task calmly and effectively in all situations.
English is the primary business language. Second language in Spanish is desirable.
The skills required for this position may be verified through a combination of education, experience, interview questions, and technical skills exercise(s).
About SECO Energy
SECO Energy is a not-for-profit electric cooperative serving over 210,000 families and businesses across seven counties in Central Florida, making SECO the third largest electric co-op in Florida and the seventh largest in the nation.
In both 2017 and 2016, SECO Energy was ranked “Highest in Customer Satisfaction among Cooperatives” in the J.D. Power Electric Utility Residential Customer Satisfaction Study. In 2015, SECO Energy was ranked “Highest in Customer Satisfaction among Midsize Utilities in the South” by J.D. Power. SECO refers to the three consecutive awards as its “Triple Crown,” and we are grateful to our members for ranking us #1!