Administrative Assistant - Fleet Services

Job Summary

Provide timely and accurate administrative and clerical support to the Fleet Services section, including direct support to the Fleet Safety and Compliance group. Using advanced computer skills and strong organizational abilities, aid in the efficient day-to-day operation of the section.

Duties and Responsibilities

• Preparation and organization of correspondence, reports, mail, spreadsheets, files.
• Schedule meetings, conference calls, training sessions and other events.
• Respond to general inquiries and requests for information, respond to complaints and issues or direct to appropriate person.
• Assist with fleet vehicle licensing including license plate replacements.
• Perform basic budget tracking, data entry tasks.
• Manage and maintain the sections Sharepoint site.
• Support section projects, annual workplan, involvement in departmental/divisional committees and other requests as required.
• Track, input and prepare reports for time and labour reporting on SAP.
• Process approved invoices for payment in SAP Concur including related activities.
• Create and maintain records related to driver safety and compliance, including the City’s Commercial Vehicle Operator Registration (CVOR).
• Prepare, organize and facilitate Corporate Collision Review Committee meetings.
• Communicate with Fleet Services User Groups on matters related to fleet, including fleet training offerings and schedules.
• Provide functional guidance to junior staff.
• Other duties as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support, along with 1-3 years progressive experience in an administrative role.
• Solid typing/keyboarding skills; strong computer skills, including Microsoft Office programs and Sharepoint.
• May require some light lifting of supplies/materials.
• Prolonged exposure to computer keyboards and screens.
• Primarily office environment.