Shop Clerk

City of Edmonton; Edmonton; On-site; CAD 60,000 - 75,000; Full time

Job summary

The City of Edmonton is seeking a highly organized Shop Clerk to join our Fleet & Facility Services team. This role supports maintenance facilities with payroll, quotes, and procurement, acting as the liaison between departments and operations.

Reporting to the Garage Supervisor, you will coordinate administrative, operational, and financial processes, validate payroll data, and manage purchase orders and work orders in SAP Ariba and other systems. On-site role with strong attention to detail.

Qualifications

• Completion of Grade 12 with business subjects.
• Minimum of three years of progressively responsible related experience in payroll, work order management, finance, and/or quote management.

Responsibilities

• Build, validate, and finalize quote estimates for repair work; coordinate with Forepersons/Technicians; seek approval from client and/or appropriate authorization level.
• Coordinate with clients for delivery and pick up of units for preventive maintenance.
• Audit and process payroll, investigate discrepancies, and ensure compliance with the appropriate Collective Agreement.
• Manage all payroll transactions, including sick leave, WCB, and LTD, and run various audit reports.
• Create purchase orders, reconcile invoices, and manage procurement of goods and services.
• Verify the accuracy of completed work orders, including labor, parts, and vendor costs.
• Enter data into SAP, Oracle Primavera P6, and other systems; maintain records.
• Provide administrative support to Garage Supervisor and Forepersons, including calendar management.

Skills

Payroll processing

Work order management

Finance familiarity

Data entry and systems

Education

Grade 12 with business subjects

Tools

SAP Plant Maintenance

Ariba

Google Workspace

Oracle Primavera P6

Safety Data Management System

Job description

The City of Edmonton is seeking a highly organized and efficient individual to join our Fleet & Facility Services team as a Shop Clerk. This role plays a crucial part in ensuring the smooth operation of our maintenance facilities. If you have a strong administrative background with experience in payroll, finance, and work order management, we encourage you to apply!

Reporting to the Garage Supervisor, the Shop Clerk is responsible for coordinating a variety of administrative, operational, and financial processes to ensure the efficient operation of our maintenance facilities. As the sole administrative professional in the operations environment, you will act as the liaison between other departments and branch resources, proactively managing and supporting operations. Your key responsibilities will include coordinating with clients, managing repair quotes, validating payroll data, creating purchase orders, and coordinating garage-specific functions.

What will you do?

• Build, validate, and finalize quote estimates for repair work; coordinate with Forepersons/Technicians; seek approval from client and/or appropriate authorization level
• Coordinate with clients for the delivery and pick up of units for preventative maintenance
• Audit and process payroll, investigate discrepancies, and ensure compliance with the appropriate Collective Agreement
• Manage all payroll transactions, including sick leave, WCB, and LTD, and run various audit reports
• Create purchase orders, reconcile invoices, and manage the procurement of goods and services
• Verify the accuracy of completed work orders, including labor, parts, and vendor costs
• Enter data into various systems (SAP, Oracle Primavera P6, Safety Data Management System, ARIBA) and maintain accurate records
• Provide administrative support to the Garage Supervisor and Forepersons, including calendar management, meeting coordination, and event planning
• Support OH&S initiatives by scheduling meetings and inspections, and maintaining related records
• Liaising with Safety Representatives and support a variety of administrative tasks, such as coordinating training, managing lockers and uniforms, distributing mail, and maintaining bulletin boards
• Validate payroll data in M5 for Foreperson authorization; correct errors and ensure timely pass-off to SAP
• Create purchase orders in SAP Ariba, notifications, service orders, and reconcile financial data
• Manage the Supervisors’ calendar and coordinate garage specific functions, such as safety inspections, meetings, emergency response drills
• Primary coordinator of the Safety Data Management System, such as meetings, inspections, near miss reporting
• Run a variety of operations and financial reports from M5 and summarize information
• Maintain records; create and manage Google files, shared folders, and communication items

Qualifications

• Completion of Grade 12, including business subjects with an emphasis on subjects related to the area of specialization
• A minimum of three (3) years of progressively responsible related experience, including experience in payroll, work order management, finance, and/or quote management

Assets

• Canadian Payroll Certification preferred
• Assetworks M5 experience preferred

Skills required for success

• Proficiency and experience in payroll processing and auditing
• Understanding of basic automotive terminology
• Ability to make decisions in accordance with established policies and procedures, including an understanding of sharing protocols to maintain confidentiality
• Ability to maintain moderately complex records and to prepare reports and comparative analysis using Google tools
• Ability to apply clauses of the Collective Agreements to verify and/or research errors for corrective action
• Ability to maintain awareness of current policies and procedures that affect the section and branch (OH&S, Standard Operating Procedures, Maintenance Memos, Engineering reports, etc)
• Strong ability to work independently as well as collaborate within a team environment
• Excellent communication skills with the ability to write concisely for a broad audience
• Excellent customer service and interpersonal skills, including the ability to work collaboratively with a clerical network to provide administrative advice, support, and assistance to meet the time-sensitive needs of a diverse group of stakeholders
• Effective prioritization and coordination skills to manage a variety of tasks and set timelines
• Proficiency in Google Workspace (Gmail, Calendar, Sheets, Docs, etc) and applicable financial/invoice processing systems, such as SAP Plant Maintenance and Ariba
• Alignment to our Cultural Commitments and Leadership Competencies ( https://bit.ly/4brRrXm )
• Embracing a culture of equity, diversity, reconciliation and inclusion

Conditions of Employment

• Valid Alberta Class 5 driver's licence (or provincial equivalent) is required
• Arranging your own transportation for use while on City business is required. You may be required to obtain business auto insurance
• Compliance with the City of Edmonton's safety standards for Personal Protective Equipment (PPE), such as wearing steel toed boots, is a requirement for this position when in the operational environment
• Successful candidates may be required to provide a clear Enhanced Police Information Check satisfactory to the City of Edmonton, and there may be a cost associated with this

Work Environment

• This position works in an office environment
• This position is not eligible to participate in hybrid work and must work on-site
• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance

he City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [e-mail] . Learn more about our benefits https://bit.ly/COEbenefits

Hours of Work: 40 hours per week

Salary Range: $28.647 - $35.922 (Hourly) $59,814.940 - $75,005.140 (Annually)

Recruitment Consultant: NC/SO

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation