Clerk, Transit Admin

Job Summary

We are currently seeking a dynamic individual to join our Maintenance Admin Team in the Transit Maintenance Section of the Transportation & Works Department, Transit Division. The primary responsibilities of the Transit Admin clerk are processing sublet invoices in a timely and accurately manner. Be able to analyze and apply the correct costs to Enterprise Asset Management (EAM) work order task codes. Possess a demonstrated ability to contribute to a constructive work environment through a can-do attitude, positive communications, professionalism, and the ability to multitask and contribute to a team to deliver safe, reliable buses.

Duties and Responsibilities

Under the training of the Supervisor and team members, the successful candidate will:

• Process large quantity of sublet invoices in a timely manner while ensure prices match contracts
• Review email notes or check EAM for related task codes/notes as a precondition to process sublet invoices
• Review, analyze or challenge the accuracy of vendor invoices. Verify if the maintenance repair work should be covered under warranty prior to processing
• Apply commercial charges to EAM task code or request Maintenance Repair Clerks to add task code if missing so proper charge can be recorded
• Resolve issues with vendors should invoice format, amount or contents are not correct
• Use the accurate cost centre or project number to do SAP S/4Hana draw down POs  and fill up marching summary in SAP Concur payment system
• Facilitate business users to submit matched invoices for management approval within five (5) business days after receiving the invoice
• Reconcile with vendor's Statement of Accounts and stay current to avoid any service/account on hold due to late payment
• Participate in team cross functional training and back up team members when required
• Perform other duties as assigned

Skills and Qualifications

• Post Secondary School graduate with A/P training/diploma an asset
• Minimum three years invoice processing, payment or clerical related experience preferable in automotive or Transit industry union environment with technical knowledge and understanding of Transit Maintenance
• Knowledge of progressive office procedures, practices and policies including knowledge of health and safety regulations, Standard Labour Act in Ontario and Collection Bargaining Agreement (CBA)
• Ability to communicate with various levels of colleagues in a diplomatic manner to get issues resolved or help required
• Strong computer skills that include a proven ability to use SAP S/4 Hana, Concur and EAM in addition to intermediate to advanced Word, Excel and Outlook capabilities with minimum typing speed of 45wpm
• Organizational and analytical skills to extract reports from SAP, search for invoices and backup information when required
• Able to work in a fast paced office environment with a strong team atmosphere that is required cross-functional training for staff backup or accelerating projects  
• Detail oriented with positive attitude to solve problems
• Capability to understand and assess automotive and, or bus/truck maintenance repairs a strong asset to this position

Essential Duties: Working Conditions