| Position Title |
Support Assistant - T00118 |
| Description |
1. Print invoices – see manual book for instructions – certain invoices have special handling. Take posted mail down to Ken Vosper before 11:30 AM, and he will drop off at post office. - Daily
2. Postage machine – request postage through a cheque request (in desk drawer), send to Ft. Wayne, this cheque will be sent to “Postage on Call” address directly. When postage machine is down to $1,000.00 this cheque request should be done. I normally wait about 2 weeks after the request to fill the postage machine. You must run the connecting wire to the fax machine, set up the postage machine to RECREDIT, enter the amount needed and then the wire transfer will commence. Postage file is in cabinet, 3rd drawer. Cheque request sent March 3, 2010 to Ft. Wayne. Watch the postage amount in meter, when low, read the above instructions to refill, keep a small amount in Bank of Montreal for transaction fees of $5.20 per usage. SEE 1ST CABINET FOR FILE AND POSTAGE MACHINE BOOK IN postage room..
3. BRANCH MAIL AND POSTAGE MAIL - Daily
Receive / re-distribute payroll to BC branches Every 2nd Tuesday
Receive / re-distribute A/P checks for local & Western Canada suppliers, some local are sent with drivers, balance are mailed Every Wednesday
4. TELUS INVOICE/ RECONCILIATION – comes in 3 parts, original get approved, staple together, sent off to Ft. Wayne. The other 2 parts marked (COPY), separate and give 1 part to the branches. The 3rd part, separate and in the middle cabinet are some folders to keep the 3rd part (used as backup if any problems). Monthly
5. ALLSTREAM INVOICE/ RECONCILATION – comes in 1 original part, I normally copy the first 8 pages, before the branches listing starts and keep this copy Monthly
6. TELUS MOBILITY – Monthly
7. VENDOR REBATES – As required
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8. MISCELLANEOUS - Management of general house keeping items through out building, coffee room, cleaning supplies, janitorial etc - As required
9. VEHICLE FILE –On computer under vehicles – keep updated monthly personal and business kilometers and total kilometers (for Don’s information). Monthly Management / Distribution of vehicle related items ( updated insurance info, PHH info etc ). As required
10. CUSTOMER CHEQUES – Via post mail or direct from the branches, in desk drawer is a red binder in which you have to write down the cheque information and then mail to lockbox. Accumulate and depending on amount of cheques mail every 2nd or 3 day. – Daily As required
11. MISCELLANEOUS CODING - Freight invoices, Utilities, etc. If coding to a branch and they haven’t seen the invoice, make a copy and send to them. Daily As required
12. PREPAID SUPPLIES – file in computer – at month end all entries must be done and updated in computer. When a branch orders anything from this prepaid list, give a copy of the order form to warehouse, keep a copy for the file, update the charges and at month-end send a copy of the branch order with the charges to the branch. Send a hardcopy of the branch entries and summary inventory calculated sheet to Deborah Croft – this is the only time I use UPS to send to Deborah. See cabinet - first drawer and see computer under Excel for files. (Prepaid & Promotional) ALL INFORMATION UPDATED AS OF MARCH 12/10. When purchasing any supplies for prepaid a copy of the invoice must be sent to Deborah Croft – via fax or when you have mail for her. Monthly
13. PROMOTIONAL SUPPLIES – file in computer – same as above procedure but the order from the branches is documented and shipped from upstairs in the locked room. Bob Chace is the contact for re-ordering supplies. ALL INFORMATION UPDATED AS OF MARCH 12/10. When purchasing any supplies for prepaid a copy of the invoice must be sent to Deborah Croft – via fax or when you have mail for her. Monthly
14. ACCOUNTS PAYABLE AND RECEIVABLES INQUIRIES – Answer the best you can. Daily As required
15. BANK DEPOSITS – General Ledger deposits – miscellaneous cheques will come from Ft. Wayne or post mail – these cheques are non customer payments. Send deposit slip and back up to Deborah Croft.
As required
16. DEBORAH CROFT OR MISCELLANEOUS PAPERWORK GOING TO WINDSOR, CT. – put in large kraft envelope, seal and write name on outside of envelope and also write “PLEASE FORWARD TO WINDSOR, CT”, put in UPS package to Ft. Wayne and Ft. Wayne will forward to Windsor, Ct. Daily As required
17. MONTH-END REPORTS – Need to be separated and put in Don’s rolling cabinet file. Also print monthly P&L’s -
PRINT:
– 2 MANUAL REPORTS – Separate one set and send to branches and 2nd set separate for Don’s file.
- 1 ANALYSIS REPORT – Separate for Don’s file. Monthly
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