Fleet Services Administration Clerk

City of Greater Sudbury; Greater Sudbury; On-site; CAD 43,000 - 52,000; Full time

Job summary

The City of Greater Sudbury is seeking an administrative support professional for Fleet Services. Reporting to the Manager of Fleet Services, you will maintain fuel databases, manage invoices, and process records for the fleet, ensuring accuracy and compliance with standards.

This role handles data entry, reporting, and timekeeping, prepares monthly billing and fuel rebate information, organizes licensing, and supports the CGS in audits.

Qualifications

• Two to five years of fleet management and maintenance work order experience.
• Familiarity with fuel storage and dispensing regulations.
• Strong data entry and financial processing skills.

Responsibilities

• Maintain fuel database and input fuel and usage data.
• Prepare work orders for repairs and dispatch internal staff.
• Process invoices and perform monthly audits on fuel dispensing.
• Post and track license plate renewals and city licensing.
• Prepare monthly reports and reconcile fleet charges.

Skills

Fleet management software

Data entry

Invoicing

English communication

French language

Education

Community College Diploma in Business Administration/Accounting

Tools

Excel

Word processing

Corel Presentation

Fleet Management System

Job description

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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).

Duties:

• 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 employees.
• Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Note: The above duties are representative of a typical position and are not to be construed as all inclusive.

Qualifications

Education and Training:

• Successful completion of Community College Diploma in a related discipline (e.g. Business Administration, Accounting).

Experience:

• Over two and one half (2½) years up to and including five (5) years of fleet management software experience processing and managing vehicle maintenance work orders/vehicle and equipment assets.

Other Requirements:

• Familiarity with regulations and standards associated with fuel storage and dispensing.
• Demonstrate and proven ability related to microcomputer software and administrative systems (e.g. files maintenance, word processing, computerized spreadsheet applications, presentation software (Corel presentation), information input and retrieval).
• Ability to demonstrate interpersonal skills in dealing with staff and the public in a courteous and effective manner.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance and former employment history.
• May require the use of a CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid "G" driver's licence and have an acceptable driving record.

Notice to Job Applicants: Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $30.49 to $36.07 per hour (subject to review*). The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

*Subject to review: The group level and salary range are preliminary and will be confirmed following completion of the formal job evaluation review, in accordance with the City’s salary administration procedures.

We must receive your resume before 11:59 p.m. on Tuesday, September 22, 2026.For those providing a French language resume, please also include an English version.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage:Applicants Living Outside of Canada (greatersudbury.ca)

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