Clerk, Fleet Training & Administration

Job Description

JOB TITLE: Clerk, Fleet Training & Administration

DEPARTMENT: Public Works & Engineering

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Part time

HOURS OF WORK: 24-40 hour workweek

LOCATION: Williams Parkway Operations Centre (East Side)

HOURLY RATE: $30.91 per hour

JOB TYPE: Management and Administration

POSTING DATE: March 05, 2025

CLOSING DATE: March 12, 2025

AREA OF RESPONSIBILITY:

Reporting to the Fleet Manager, this position provides administrative and operational support to the department and delivers internal and external customer services including: departmental information and records management; scheduling meetings and updating calendars; budget operations processes; communication channels and reporting; and contributes to staff orientation and training. This position works independently with minimal supervision.

• Schedule calendars for training division, including supervisors, training officers and external facilitators.
• Maintain the tracking of all training records in Versatile.
• Audit expiring permits schedule mass training as required.
• Create and distribute fuel cards.
• Maintain fuel card records in Fleet Focus and create reports for customers.
• Monitor distribution of Vehicle Inspection Reports/Equipment Inspection Reports and Hours of Service booklets.
• Complete cheque requisition and visa reconciliation.
• Creates and maintains tools and methods to streamline processes to meet operational needs efficiently.
• Maintains knowledge of City policies, practices, processes, standard operating procedures, by-laws, legislation and regulations.
• Maintains detailed log of service requests and inquiries that are received and retain accurate information.
• Prepare monthly vehicle usage/data reports and bi-annual reports on warranties, maintenance costs, and parts costs.
• Reconcile commercial gasoline and diesel fuel charges with vehicle data units.
• Assist and participate in competitive public procurement processes such as RFPs, Tenders, and Limited Tenders, including bid evaluation and contract award processes.
• Assist with ongoing data entry and tracking of asset life cycle analysis effectively.
• Actively engage in project team meetings, including minute-taking.
• Update, track, and input assets into asset management system (i.e. M5 - Asset Works) for effective asset management.
• Generate custom reports to filter and cross-reference specific metrics, such as comparing fuel usage of vehicles manufactured between facilities (i.e. 2014-2018 at WPOC versus Sandalwood).
• Other duties as assigned.
• Acts as a point of citizen and customer contact for the department, providing service by processing and responding to a variety of inquiries related to the department’s operations including service counter, service requests, telephone calls, and face-to-face interactions.
• Coordinate the collection and distribution of information from City staff and external agencies, being mindful of time-sensitive deliverables.
• Processes and monitors contract extensions, purchase orders, invoices, requisitions, and relevant forms, ensuring that documentation is accurate, attached, and appropriate approvals are obtained.

SELECTION CRITERIA:

EDUCATION:

• High School (Grade 12) graduation plus an additional programme of up to one year in Office Administration or equivalent.

REQUIRED EXPERIENCE:

• Over one (1) year and up to two (2) years experience in an administrative setting.

OTHER SKILLS AND ASSETS:

• A valid non-probationary class “G” driver’s license.
• Ability to obtain City of Brampton City Permit.
• Established attention to detail and organizational skills.
• Demonstrated interpersonal and customer service skills.
• Able to communicate effectively and professionally in all written and verbal communications.
• Experience with Microsoft programs, including Excel, Word, PowerPoint and Internet Explorer.
• Knowledge of MTO procedures, vehicle collision and insurance terminology and principles an asset.
• Ability to comply with policies and procedures that outline the safe handling of Personal and Private Information (PPI).

**Preference will be given to students that have a permanent residency in Brampton.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview: Our recruitment process may be completed with video conference technology.

If this opportunity matches your interest and experience, please apply online by clicking the button above by March 12, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time-sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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