Grid Operations Receptionist

The Grid Operations Receptionist position will provide reception duties at the Integrated System Operating Centre in Barrie locations.

1. Provide reception service and assist staff including NOD, OT and LBSS clients in the administration, reception and management. This would include visitors, tours and contractors, direction and departure at the ISOC, special arrangements for those with disabilities; receive and direct visitors to the appropriate on-site sponsor; coordinate arrival and departure of visitors with on-site sponsors. Maintain a daily Visitors# log. Maintain a long-range calendar of visitor and tour requests and be prepared to identify scheduling issues; check personal ID, issue and retrieve building access cards. Re fer any problems encountered to Supervisor.

2. Maintain close communication with the Operators at the Intercon Operations Centre (IOC) in Toronto regarding the arrival and departure of visitors, tour participants, contractors and deliveries. Verify the identity of personnel and the purpose of their visit; brief designated staff about forthcoming visits or deliveries that are likely to occur after the end of shift.

3. Provide a reception service for the coordination of the arrival, direction and departure of all deliveries for on-site sponsors. Maintain a daily logbook for deliveries including contact information and be prepared to identify delivery issues. Check personal ID, issue and retrieve building access cards where necessary. Refer any problems encountered to Supervisor.

4. Receive, open, sort and distribute mail in accordance with procedures and instructions. Provide special or rush delivery service as directed. Refer any problems encountered to Supervisor. Prepare outgoing mail, verify postage requirements and arrange for shipment of registered mail as required. Perform a redirect and tracing service of mail. Provide a local and international courier service, making necessary arrangements and provide a tracing service, as required. Accept deliveries and notify recipients of their arrival.

5. Provide a duplicating, distribution, routing and posting service in accordance with established deadlines, policies, procedures and instructions provided. Operate photocopy equipment and perform minor maintenance, as required. Collate, assemble and bind material, as required.

6. Review the occurrences of the previous period, including items identified by the IOC, the SCE, supervisor or outgoing receptionist. Prepare a list of action items to bring to the attention of the IOC, the SCE or incoming receptionist that could impact the next reporting period.

7. Perform other duties as required.

Selection Criteria

Essential Knowledge:

Requires of office principles related to records systems maintenance related to receptionist and telephone answering service, courier and mail processing services.  Requires a knowledge in the use of a desktop computer, email and other standard office software applications. Requires a knowledge of English to effectively communicate with others

Requires experience to be familiar with the standards and procedures associated with the materials pertinent to the work. Requires experience in a clerical setting to gain familiarity with routines and procedures related to typing, reproduction and clerical services such as, conference room & equipment booking, visitor security procedures.

Requires contact with external personnel, such as, Security Service provider, various couriers, support personnel, contractors for repairs and maintenance associated with cleaning, plumbing, security gates and pods, etc.  Requires contact with internal personnel to for escalation on security and maintenance items and to receive or give information when performing receptionist and telephone answering services.

Work assignments are received from Supervisor and are accompanied by specific instructions, reference material and any other detail necessary for the completion of the work.  Requires proceeding with the assignments following established procedures and practices.  Reference is made to Supervisor on matters not covered by initial instructions or established procedures.  Progress, accuracy and quality checks are provided by Supervisor, at frequent intervals throughout progress of the work and a final check is made on all work at completion.

Requires contact with external personnel, such as, Security Service provider, various couriers, support personnel, contractors for repairs and maintenance associated with cleaning, plumbing, security gates and pods, etc.  Requires contact with internal personnel to for escalation on security and maintenance items and to receive or give information when performing receptionist and telephone answering services