Clerk, Transit Administration

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

Job summary

Join a forward-thinking organization as part of the Maintenance Admin Team in the Transit Division. This exciting role involves processing sublet invoices and ensuring accurate cost application in a dynamic environment. You will utilize your strong organizational and analytical skills to support a team dedicated to maintaining safe and reliable transit services. With a hybrid work model, you will enjoy flexibility while contributing to a vital public service. This position not only offers competitive compensation but also the opportunity to grow in a supportive workplace committed to equity and inclusion.

Qualifications

• 3+ years of invoice processing experience, preferably in transit maintenance.
• Strong computer skills including SAP S/4HANA and Concur.
• Effective communication and organizational skills required.

Responsibilities

• Process sublet invoices accurately and timely.
• Verify vendor invoices and apply commercial charges.
• Reconcile Statements of Accounts to prevent late payments.

Skills

Invoice Processing

SAP S/4HANA

Concur

EAM

Communication Skills

Organizational Skills

Analytical Skills

Attention to Detail

Education

Post-secondary education with A/P training or diploma

Tools

SAP S/4HANA

Concur

EAM

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Req ID: 26587
Vacancy Type: Permanent
Number of Positions: 1
Closing Date: 05/09/2025

Job Summary

We are 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 include processing sublet invoices accurately and timely, analyzing and applying correct costs to Enterprise Asset Management (EAM) work order task codes. The candidate should contribute positively to a work environment through professionalism, effective communication, multitasking, and teamwork to ensure safe, reliable buses.

Duties and Responsibilities

1. Process large quantities of sublet invoices promptly, ensuring prices match contracts.
2. Review email notes or check EAM for related task codes/notes before processing invoices.
3. Verify the accuracy of vendor invoices and check if repairs are under warranty before processing.
4. Apply commercial charges to EAM task codes or request additions for missing codes to ensure proper charges.
5. Address issues with vendors regarding invoice formats, amounts, or contents.
6. Use accurate cost centre or project numbers to process POs in SAP S/4HANA and complete the matching summary in SAP Concur.
7. Facilitate business users to submit matched invoices for management approval within five (5) business days.
8. Reconcile vendor Statements of Accounts to prevent service or account holds due to late payments.
9. Participate in cross-functional team training and provide backup support when needed.
10. Perform other duties as assigned.

Skills and Qualifications

1. Post-secondary education with A/P training or diploma is an asset.
2. At least three years of invoice processing, payment, or clerical experience, preferably in automotive or transit industry with technical knowledge of transit maintenance.
3. Knowledge of office procedures, health and safety regulations, Standard Labour Act (Ontario), and CBA.
4. Effective communication skills to interact diplomatically with colleagues at various levels.
5. Strong computer skills, including SAP S/4HANA, Concur, EAM, and intermediate to advanced Word, Excel, Outlook; minimum typing speed of 45 wpm.
6. Organizational and analytical skills to generate reports and retrieve invoice information from SAP.
7. Ability to work in a fast-paced environment with a team, supporting cross-functional training and project acceleration.
8. Attention to detail and a positive attitude towards problem-solving.
9. Understanding of automotive and bus/truck maintenance repairs is a strong asset.

Additional Details

Working conditions include indoor environments, with verbal and written communication requirements. Equipment used includes computers and telephones. Physical demands involve sitting, lifting/carrying, and other related activities. The position offers an hourly rate of $53,354.00 - $71,139.00, with a 35-hour workweek at Mississauga Transit. The role is hybrid, requiring a minimum of 3 days in-office per week, within the T&W/Transportation & Works Department, Mississauga Transit, MT Maintenance. It is a non-union position.

We thank all applicants; only those selected for an interview will be contacted. You can check your application status 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 equity, diversity, and inclusion, reflecting the communities we serve. We aim to include an EDI lens throughout the employee lifecycle to attract, retain, and support diverse talent. Learn more about our commitment to Equity, Diversity and Inclusion.

Accommodations

The City of Mississauga is an Equal Opportunity Employer committed to removing barriers for people with disabilities. We will provide accommodations during the recruitment process as required by law. If you need accommodations, please inform Human Resources during the application process.