Supervisor, Administration

3 weeks ago

Brampton, Canada City of Brampton Full time

**Job Description**:
**JOB TITLE**: Administration Supervisor

**DEPARTMENT**: Public Works & Engineering

**POSTING NUMBER**: 105731

**NUMBER OF POSITIONS**: 1

**JOB STATUS & DURATION**: Temporary 22-months

**HOURS OF WORK**: 40 hour workweek

**LOCATION**: Hybrid Model*- when working onsite, you will report to the location of Williams Parkway Operations Centre

**SALARY GRADE**: 6

**HIRING SALARY RANGE**: $95,679.00 - $107,639.00 per annum

**MAXIMUM OF SALARY RANGE**: $119,599.00 per annum

**JOB TYPE**: Management and Administration

**POSTING DATE**: November 10, 2023

**CLOSING DATE**: November 27, 2023

**AREA OF RESPONSIBILITY**:
Reporting to the Manager, Fleet Services this position is responsible to oversee and ensure administrative controls, including financial, inventory, asset and facility management, licensing, operational and capital contracts are implemented and maintained to ensure Corporate and operational policies, procedures and customer service standards are met. Provide direct supervision to Fleet Administration staff of Fleet Technicians, Fleet Maintenance and Fleet Clerk.

1. Supervise Fleet Administration staff, which may include non-unionized and unionized positions as well as contractors. As functional supervisor, establish performance objectives, work assignments and motivate staff through daily coaching and guidance. Ensure a safe, functional and efficient work environment for staff. Responsible for adherence to Corporate Human Resources and Health & Safety policies and procedures, legislative requirements and collective agreements. Respond to union concerns. Assess staff needs and make recommendations for training & development or recruiting.

2. Administer accountability programs related to various fleet and facility operations, including fleet procurement, fuel operations, fleet systems, rental programs, vehicle licensing, inventory counts, monitoring systems (i.e. GPS, HVAC and Security) and safety. Evaluate the ongoing requirement for temporary fleet pool vehicles to meet service delivery. Research and Prepare functional and technical fleet specifications with input from user departments. Participate with Supervisor in setting criteria and policies. Co-ordinate equipment demonstrations for users. Advise as to the best options for fleet operational use and cost-efficiency. Provide advice as to when to repair, replace, purchase or lease. Help develop schedules for optimal fleet inventory usage. Coordinate new vehicle and equipment orientation/training with suppliers and corresponding departments for City of Brampton staff.

3. Financial Accountability. Prepare and monitor operating budget for Section and contribute to overall departmental budgeting process. Plan and develop annual and long term capital replacement program for all vehicles and equipment as well as forecast requirements. Monitor capital replacement program activity to ensure timing meets service level requirements. Oversee condition assessment program and declare equipment for disposal. Monitor repair contractors, including billing activity. Complete capital appropriation requests for fleet additions, ensuring proper and complete authorization level. Monitor fleet depletion. Produce feasibility reports for cost reductions and productivity improvements. Prepare responsible accounts for annual budgeting, and track throughout the year.

4. Continuous improvement. Respond to user requests for changes and modifications and recommend solutions for optimum asset management. Prepare reports and make recommendations regarding equipment efficiencies and conditions. Research best practices and take a proactive approach to ensure that fleet administration programs meet the demands of a changing work environment and provide the most cost-effective solution.

5. Facility Management. Oversee the efficient daily operation, preventative maintenance and long term maintenance management and replacement of tools and equipment relating to multiple fleet facilities. Some of the equipment included but not limited to City of Brampton fuel dispensing sites, vehicle and equipment hoists, cranes, waste oil and glycol collectors, air compressors and associated supply equipment.

**SELECTION CRITERIA**:
**EDUCATION**:

- Post-secondary Degree or Diploma in Business Administration, Accounting or a Mechanical related field or designation

**REQUIRED EXPERIENCE**:

- Experience in a supervisory position (3 plus years preferred) in a unionized environment
- Valid Non-Probationary Ontario “G” Driver’s license required
- DZ license is preferred and must obtain within 1 year
- Asset Management Course

**OTHER SKILLS AND ASSETS**:

- Knowledge of Fleet Operations, systems and service delivery standards
- Knowledge of Ministry of Transportation and labour legislated requirements
- Experience using computers and Microsoft Office, Outlook, Excel, or equivalent software
- Knowledge of Bids and Tenders
- Demonstrate and verified Specification

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