Maintenance Clerk

City of Greater Sudbury; Greater Sudbury; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Fleet Services Clerk to join their dynamic team. In this role, you will manage essential fleet records, process invoices, and ensure smooth operations within the Fleet Services Section. Your attention to detail and strong administrative skills will contribute to maintaining the efficiency of fleet management. This position offers a competitive hourly wage and the opportunity to work in a supportive and inclusive environment. If you are passionate about fleet services and possess excellent communication skills, we invite you to apply and be part of a forward-thinking organization.

Qualifications

• Completion of Secondary School Education is essential.
• 1-2.5 years of relevant experience is required.

Responsibilities

• Maintain Fleet Management System files and electronic records.
• Process invoices and respond to vendor inquiries.
• Administer office supply accounts and vehicle registrations.

Skills

Fleet Management

Administrative Skills

Interpersonal Skills

Computer Software Proficiency

English Communication

French Communication

Education

Secondary School Education (Grade XII)

Tools

CGS Fleet Management Software

Microsoft Office Suite

Job description

Job Description

Section: Fleet Services

Division: Assets and Fleet

Department: Corporate Services

Initial Reporting Location: 1160 Lorne Street

Job Status: Limited Position

Estimated Probable Duration: Until December 31, 2027

Number of Vacancies: 1

Affiliation: CUPE 4705 Inside Unit

Hours of Work: 80 hours bi-weekly

Shift Work Required: n/a

Range of Pay: Group 8 - $28.85 to $33.49 per hour

The start date will follow the selection process.

Characteristic Duties: Under the general supervision of the Manager of Fleet Services.

• Maintain various Fleet Management System files by processing additions, deletions, invoices and updates to the file.
• Maintain electronic Fleet records utilizing CGS Fleet Management software.
• Close work orders by verifying all information is complete and accurate.
• Process all invoices for internal and external charges to the Fleet Services Section.
• Respond to inquiries from external vendors regarding payment of invoices.
• Perform routine clerical duties of the Fleet Services Section including filing, preparing correspondence, data entry and recording minutes.
• Schedule repairs and maintenance work with clients of Fleet Services.
• Administer registry of Fleet vehicles and equipment including maintaining current lists, vehicle registrations and annual licence plate sticker renewals.
• Administer the Retired Vehicle Pool of CGS vehicles and equipment, maintain updated lists including descriptions, locations and assignments.
• Prepare monthly vehicle and equipment billing advices and verify accuracy and submitted in a timely manner. Reconcile charges to verify payment is received.
• Reconcile monthly VISA charges for the Fleet Services Section licensing, ensuring monthly statements correspond with actual charges.
• 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.
• Provide relief as required for the Fleet Services Clerk.
• 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.
  
  

Qualifications

• Successful completion of Secondary School (Grade XII) Education.
• Over one (1) year up to and including two and one half (2½) years of experience on a similar job or related work in other fields.
• Knowledge of Fleet Management and Municipal Maintenance Management Information Systems.
• Demonstrate and proven ability related to computer software and administrative systems in a Windows environment (e.g. files maintenance, word processing, computerized spreadsheet applications, presentation software, information input and retrieval, etc.).
• 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.
• Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record and personal insurance coverage.
  
  

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: $28.04 to $32.82 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Friday, May 9, 2025. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
  
  

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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