Fleet Services Administration Clerk

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Section: Fleet Services
Division: Facilities and Fleet Services
Department: Community Services
Initial Reporting

Location:

1160 Lorne Street

Job Status: Limited position
Estimated Probable Duration: up to eighteen (18) months
Number of Vacancies: 1
Union Affiliation: CUPE 4705 Inside Unit
Hours of Work: 80 hours bi-weekly
Shift Work

Required:

No
Range of Pay: Group 10 - $31.35 to $37.85 per hour (subject to review*)

The start date will follow the selection process.

Main Function: Reporting to the Manager of Fleet Services, this position is responsible for administrative support in Fleet Services. Responsible for updating and maintaining established various databases, records, work orders, as well as processing invoices, billing and provincial offences for the City of Greater Sudbury (CGS).

• Maintain the fuel database and system by retrieving and inputting fuel, vehicle consumption data, update vehicles and operators, modify authorization parameters and fuel site operating requirements.
• Analyze estimated fuel usage to ensure sufficient fuel inventory. Requisition and order gasoline and diesel fuel.
• Prepare work orders for repairs and maintenance to fuel sites. Dispatch internal repair personnel as directed. Contract with external repair services as required.
• Reconcile fuel records with inventory. Complete journal entries for adjustments.
• Process invoices and records by verifying amounts, assign account numbers and forward to Accounts Payable for payment.
• Perform monthly and annual audits on fuel dispensing and usage.
• Generate regular reports from fuel system (e.g. fuel economy, variances in product, fuel consumption by vehicle, etc.) for internal and external customers.
• Ensure account numbers, facility information and contact information is current. Provide information to designated supervision, consultants and agencies.
• Produce benchmark, consumption and trend reports and charts as directed for fuel.
• Provide fuel system training to current and new employees as required.
• Respond to inquiries for Fleet related issues and invoicing.
• Maintain various Fleet Management System files by processing additions, deletions, invoices and updates to Fleet Work Orders.
• Prepare monthly reports, invoicing and relevant information for fuel rebates.
• Disbursement of POA Offences including red light camera, speeding camera, and all other infractions.
• Identification and reassignment of Citizen Request Service Cloud cases.
• Organize and disburse all yearly license plate renewals.
• Organize and purchase all city licensing requirements.
• Provide all relevant information for insurance and CVOR renewals.
• Process all invoices for internal and external charges to the Fleet Services section.
• Perform routine clerical duties of the Fleet Services section including filing, preparing correspondence, data entry, and recording minutes.
• Type forms, memos and routine correspondence. Create forms and Excel spreadsheets as required.
• Prepare monthly vehicle and equipment billing advices and verify accuracy and submitted in a timely manner. Reconcile charges to verify payment is received.
• Perform timekeeping - review employee timesheets to ensure that hours, premiums, absences are recorded accurately, as required.
• Post job postings, Ministry of Labour requirements, and Health and Safety notices both electronically and in all required locations.
• Work order coordination including invoice uploads and reviewing that all information is accurate and complete.
• Administer the office supply account for the Fleet Services section.
• Retrieve data from archives in answer to inquiries from other CGS departments, including legal proceedings.
• Oversee employee clothing allowances and provisions for all…