Administrative Assistant - Fleet Services

City of Mississauga; Mississauga; On-site; CAD 53,000 - 72,000; Full time

Job summary

An established industry player is seeking a dedicated administrative professional to support its Fleet Services section. In this role, you will provide vital clerical and organizational assistance, ensuring smooth operations within the team. Your advanced computer skills and strong organizational abilities will be key in managing correspondence, scheduling meetings, and maintaining records. This position offers a chance to contribute to a dynamic environment focused on compliance and safety, while also engaging with various user groups. Join a forward-thinking organization committed to equity, diversity, and inclusion, and make a meaningful impact in your community.

Qualifications

• 1-3 years of experience in an administrative role.
• Strong computer skills including Microsoft Office and SharePoint.

Responsibilities

• Provide administrative support to Fleet Services, including scheduling and correspondence.
• Manage SharePoint site and assist with fleet vehicle licensing.

Skills

Administrative Support

Organizational Skills

Microsoft Office

SharePoint

Typing/Keyboarding Skills

Education

Post-secondary program in administrative/business support

Tools

SAP

SAP Concur

Job description

Req ID: 26229
Vacancy Type: Permanent
Number of Positions: 1
Closing Date: 03/30/2025

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, and 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 the appropriate person.
• Assist with fleet vehicle licensing, including license plate replacements.
• Perform basic budget tracking and data entry tasks.
• Manage and maintain the section's SharePoint site.
• Support section projects, annual work plan, involvement in departmental/divisional committees, and other requests as required.
• Track, input, and prepare reports for time and labor 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 of 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.

Hourly Rate/Salary: $53,354 - $71,139
Hours of Work: 35
Work Location: Mavis Yard: Common Building
Department/Division/Section: T&W/Transportation&Works Dept, T&W/Works Operations & Mntce Division, Service Centre
Non-Union/Union: Non Union

We thank all who apply; however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity, and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection, and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection, and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.