Fleet Clerk

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being received for the above position in the Operations Department, Community Services Commission. While all applications will be received, current members of CUPE 905 (Inside Workers) will be given first consideration. To apply for this position, please submit your resume and cover letter online by July 4, 2024

Job Summary

The Fleet Clerk will provide administrative and accounting support to Supervisor and Manager, Fleet & Supplies and Senior Manager, Roads & Fleet; including inventory control and procurement card reconciliation. Provide customer service to internal and external clients, vendors, and suppliers. Assist Fleet Staff in their support of Council's strategic priorities, and Department/Commission/Corporate Missions and Goals.

Key Duties and Responsibilities

• Process parts requisitions and record inventory changes, Charge stockroom lists to internal customers (e.g. Roads, Parks, Engineering, By­law Enforcement, etc.). Receive, sort, process, track, and reconcile invoices paid through Stockroom and Fire Mechanical procurement cards. Allocate invoices to appropriate accounts and prepare summaries for approval.
• Receive, sort, process, track, and reconcile Fleet Department invoices. Code invoices to appropriate accounts, scan, file, and process to Accounts Payable Administration of vehicle licenses renewals, including coordinating emissions tests where required.
• Processing work orders in the Corporate Asset Management system for vehicle and equipment maintenance.
• Maintain fleet database both online and offline.
• Follow Point of Sale (P.O.S.) process/policy for selling goods and services, including sale of water cards, permits & fees involving collection of payment (cash, cheque, interact)
• Assisting with capital project submission, progress tracking and reporting.
• Administration of 407ETR in Fleet and rental units, including deployment and replacement of transponders, allocation, and reconciliation of charges.
• Administration of insurance slips for licensed fleet units.
• Prepare accident report packages for all units (owned and rental).

Administrative Duties:

• Serve as the department's primary point of contact and receptionist at the Fleet Shop.
• Digitalize and file completed work orders and associated documents
• Review, track, and log daily vehicle inspection reports for CVOR compliance
• Update editing vehicle service/maintenance check lists as required by the MTO with respect to Garage License requirements for Motor Vehicle Inspection Stations.
• Research and compile shop safety information and develop into informative tailgate training sessions for Fleet Staff as required for MOL compliance
• Assist with annual inventory count and reconciliation.
• Provide customer service to fleet users and outside shops with respect to scheduling units for servicing and follow up service information for warranty and specialized repairs.
• Provide back­up support to the Operations Administrative Clerks as required.

Minimum Requirements

• High school graduate or equivalent
• Minimum 1­ to 3 years related experience
• Previous experience working in an Auto Repair/Garage setting
• Excellent communication and customer service skills
• Advanced computer skills (Windows environment, Word, Excel, Access, PowerPoint), spreadsheets, and database
• Ability to work concurrently on multiple tasks/assignments
• Meet regular deadlines independently and in a team environment
• Ability to extrapolate pertinent information from various forms for complete and accurate data entry into other databases/spreadsheets
• A valid class 'G' driver's licence and access to a vehicle preferred

Core Behaviours

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible, and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.