Description
Position Purpose and Objectives:
Under the supervision of the System Design Director, the System Design Software Administrator serves as the primary point of contact for the administration and maintenance of the project management software in place (Trimble Unity Construct) and provides coverage for project coordination during absence or increased workload. Performs a variety of task coordination and administrative duties associated with the software application. Generates necessary documents for training and use of software, and collaboration for continued development. Performs a variety of task coordination and administrative duties associated with the establishment of work orders for construction projects. Generates work order related documents, letters, orders and invoices; creates and maintains new accounts; creates and maintains service orders for meter connects and miscellaneous work; and associated rotating task for tracking, managing, and reporting. The System Design Software Administrator is a single class with two levels that expands in complexity and scale and includes varying responsibility and expertise.
Essential Job Functions:
System Design Software Administrator I and II:
Project Management Software (Trimble Unity Construct)
• System administration, application configuration, and monitoring of system performance according to requirements.
• Troubleshooting and resolving technical issues, assist in day-to-day change management activities, including creating new and configuration changes.
• Creating and managing system permissions, user accounts, and providing technical support and training to users.
• Create, modify, run and maintain custom reports, dashboards, processes, forms or other custom tools within the system to maintain or improve use, application and integrity.
• Develop required processes, fields or forms to automate and streamline workflows; and determines how to fulfill user requests based on suggested updates or new use cases.
• Liaison with peers to gather best business practices, working seamlessly with teammates and cross-departmental areas.
• Collaborate with all internal and external users to gather and understand the changes required to meet best practice, business, process, or technical needs.
• Document workflows, processes, and technical support steps for use of software and development of a training library that will include written/video/one-pager tutorials custom to United Power and augmented by Construct and Trimble Learn documents.
• Assist with maintaining documentation adhering to software protocol.
• Communication of new use case and changes to existing processes to users - communication skills required.
• Ensure the continuous learning of business and/or technical processes and procedures related to use of system and recommend continuous improvement opportunities.
• Remain current on new technology and product road map.
Project Management Software Administrator II, all the above plus:
• Expert system administration, application configuration, and monitoring of system performance according to requirements.
• Provide troubleshooting expertise and drive resolution for all issues on an as-needed basis.
• Manage the execution activities for all change requests and break fix incidents.
• Creates, expands, and maintains professional and productive working relationships with peers and stakeholders. Works collaboratively with colleagues and fosters a spirit of cooperation and inclusion in the workplace.
• Performs other such duties as may be requested or assigned to fulfill the needs of United Power in the interest of good management practice.
Secondary Job Functions:
System Design Software Administrator I and II:
Project Coordinator coverage
Work Orders
• Creates and maintains the work order entries within the billing and work order modules of current software system, including tracking the work order process and initiating and completing tasks as appropriate.
• Prepares customer decision packets. Makes certain cost estimates are complete, and that letters, invoices and designs are properly formatted, printed and delivered to the member in a timely and professional manner.
• Tracks all invoices mailed to member or member representative in current software or database with pertinent information including, in part, what type of service, how many meters the project involves, contribution invoiced, contribution collected, and design estimate.
• Compiles material pick lists and cost estimates for jobs that are assigned to the Operations department for construction, making it possible to identify discrepancies between the staking sheets and the computer system and solve them in a timely manner.
• Prepares and assigns work orders for construction including verifying all right-of-way concerns are taken care of, confirming the site is ready, and updating computer information.
• Prepares completed construction paperwork and sends for field inspection and cleanup. Monitors workflow report.
• Compiles all information needed to close a completed work order, including inspection sheets, original staking sheets, cost estimates, required permits, and description of the job. Forwards all information to the mapping and Financial Services departments.
• Maintains organized filing system and recordkeeping system for the System Design department, including construction and retirement work orders.
Service Orders and Subdivision Maintenance
• Responsible for the establishment of service orders for new meter connects and disconnects; updating the spreadsheets for all subdivisions; and establishes new streetlight billing.
• Receives meter inspection releases from the jurisdictional authority and processes all releases through the generation of service orders for temporary and permanent meter connects.
• Assist in researching and troubleshooting service orders generated for subdivision meter connects for the System Design department that are returned with problems noted on them. When necessary, contacts customer to communicate any changes required to complete the job.
• Coordinates with Operations when maintenance and/or repairs are required.
• Compiles subdivision files on a spreadsheet, matching service location, equipment location, and service address for each lot, as well as recording statistics necessary for each connect.
• Contacts appropriate developer or jurisdiction to obtain the final subdivision address plat and maintains these files as revised plats are submitted.
• Assists member or member representative by giving them general information regarding the meter connect, application for service and workflow processes; and timeframes for planning their projects.
• Assists member or member representative with navigating the United Power web site for New Construction information and online payment programs.
• Communicates with Project Managers, System Design staff and contractors to keep the projects flowing smoothly and on time.
• Provides coordination and administrative assistance to the Project Managers, and the Engineering, Key Accounts, Operations, Power Supply and Rates, and ROW group, which may include, but not limited to, correspondence, contracts, invoices, payment processing for construction applications, filing, scanning, and copying paperwork.
• Answers overflow calls from Project Managers and tracks and records messages either in the computer, in writing, via voice mail, or email, and/or any other communication method necessary. Will provide reports to management staff as needed regarding the incoming calls.
System Design Software Administrator II, all the above plus:
Performs research and troubleshooting service orders generated for subdivision meter connects for the System Design department that are returned with problems noted on them. When necessary, contacts customer to communicate any changes required to complete the job.
• Serves as a point of contact for cold calls and monitors general inquiry emails. Notifies the appropriate Project Manager if required.
• Coordinates workflow between System Design department and other departments within United Power to keep projects moving forward.
• Assists in preparing and/or running various reports, including, but not limited to, weekly, monthly, and quarterly departmental reports.
• Completes rotating tasks for necessary tracking, management, reporting and quality control of related projects and work orders; and management of current and closed work order files.
• Provides coverage for the Project Coordinator role within the assigned district and occasionally across all districts.
• Routes telephone calls and delivers messages to employees via voice mail or email. Sorts incoming mail, processes priority mail for the department or the intended recipient for pickup and processes bulk pieces for appropriate routing.
• Prepares and/or runs various reports, including, but not limited to, weekly, monthly, and quarterly departmental reports.
• Acts as a resource for the Project Coordinator I for general questions and guidance and assists the Project Coordinator III with training as directed by the System Design Director.
• Completes special projects or assignments as directed by the System Design Director.
Required Knowledge, Skills, and Abilities:
System Design Software Administrator I:
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Date Posted: 07 May 2025
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