Joint Use Specialist Senior

Position Summary

The Joint Use Specialist Senior will serve as liaison between CoServ and joint use operators by assisting Joint Use Project Managers and serving as a point of contact for operational questions. The person in this position is responsible for managing the billing activities associated with joint use attachments and annual pole rent. They manage the billing activities for make-ready work. They also track past due invoices, process received make-ready invoices, and maintain records of new permits and inspections in tracking systems. This position ensures accuracy of records throughout the application process. In addition to maintaining knowledge of all existing joint use contracts, the position prepares quarterly and yearly billing reports for new permits, make-ready work, and any fees stated in contracts.

Primary Position Responsibilities

• Serve as liaison between CoServ and joint use operators’ office staff.
• Provide training and coordination for joint use personnel as necessary for the permitting and accounting process.
• Serve as a point of contact for operational questions associated with joint use application process and make-ready billing.
• Create, track, and collect invoices for joint use attachments, engineering, and make ready.
• Manage the billing activities for annual pole rent.
• Track past due invoices and perform collection activities.
• Develop and implement department processes.
• Process received make-ready invoices for payment.
• Maintain new permits, inspections, and post inspection items in tracking system.
• Process contractor invoices in company accounting system.
• Serve as subject matter expert for joint use contract billing and contract terms.
• Track permitting activity monthly and maintain records to measure application volume.
• Supports negotiation preparation for new contracts and amendments to existing contracts.
• Processes the administration of joint use applications and pole transfer process.
• Interprets agreement provisions and translates into operational requirements for the company and attachment owners.
• Manages contractors and database entries for field activity notifications in systems similar to National Joint Use Notification Systems (NJUNS) database program.
• Coordinate internal stakeholders on system inventories and audits to ensure activities are properly conducted and reports are finalized to expedite billing and mapping updates.
• Oversee audit records to ensure appropriate inventory records are correct.
• Maintain knowledge of all existing Joint Use contracts and manage records of contracts to be readily available for reference.
• Prepare quarterly billing report for new permits and make-ready work.
• Prepare yearly billing report for all Joint Use companies.
• Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.
• Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.

Secondary Position Responsibilities

• Manage project files for joint use department to ensure accurate record keeping.
• Provide scheduling assistance to Joint Use Project Managers to ensure adherence to time constraints for joint use application process.
• Communicate agreements, invoice terms, data deliverables, and billing per contract requirements.
• Track and maintain accurate records of certificate of insurance for joint use entities.
• Inspects application submittals for completeness and accuracy.
• Adheres to policies, procedures, as well as State and Federal
• Must be proactive in seeking solutions for the department and be self - motivated to take ownership of job
• Review and update the joint use processes and QC processes to assure business excellence.
• Ensure records are entered correctly in Geographic Information System (GIS).
• Performs other duties and activities as directed.

Supervisory Responsibilities

• None

Position Requirements

Experience, Education and Certifications Required

• High School Diploma or G.E.D equivalency.
• Ten (10) years of experience and knowledge of CoServ’s service area, distribution system, and internal work processes.
• Five (5) years of experience with joint use.

Experience, Education and Certifications Preferred

• BS in Engineering, Construction, Geography, Business, or related field,
• Or Ten (10) Years of work experience related to distribution utility can substitute for education requirement
• Fifteen (15) years of experience and knowledge of CoServ’s service area, distribution system, and internal work processes.
• Ten (10) years of experience with joint use.
• An ability to read and interpret contract documents.

Skills and Abilities Required

• Strong interpersonal communication skills.
• Demonstrable proficiency with Microsoft Office suite.
• Ability to work in a team-based environment and achieve common goals.
• Ability to work efficiently and safely as well as plan and schedule own
• Ability to maintain accurate records.
• Self-starter, organized, and able to work with limited
• Ability to prioritize
• Ability to concentrate and complete procedures in an error free

Skills and Abilities Preferred

• Knowledge of RUS engineering design and specifications for distribution.
• Understands and follows maps, system maps, Grid Map and line design books and manuals.
• Working knowledge and understanding of CoServ policies and procedures.
• Basic knowledge and understanding of joint use industry practices, procedures, documents, and field construction techniques.

Physical Requirements

• Works in office 95% of the time.
• Ability to sit for long periods of time.
• Ability to lift a minimum of 25 pounds.
• Operates office equipment such as a computer, telephone, fax machine, copier, etc.

Other Requirements

• Ability to travel, if necessary, for business and training
• Must have and maintain a valid Texas driver's license.