Shop Clerk Iii

7 days ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:49168**

Reporting to the Garage Supervisor, the Shop Clerk role is responsible for coordinating a variety of administrative, operational, and financial processes to ensure the facility or facilities run efficiently.

As the only administrative professional in the operations environment, you will be the conduit between other departments and branch resources to disseminate information and are relied upon to proactively manage and support operations.

Your success will be measured by your ability to achieve results in a respectful, inclusive and service-minded way.

With a focus on the City of Edmonton’s Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

- Build, validate, and finalize quote estimates for repair work; coordinate with Forepersons or Technicians; seek approval from client and/or appropriate authorization level
- Monitor the ‘Parts Workflow Dashboard’ for quote status, creating action quote reviews, and adjusts and amends quotes as repair work progresses
- Manage the Supervisors’ calendar and coordinate garage specific functions, such as safety inspections, meetings, emergency response drills
- Perform weekly review of time entry data, investigating errors and consulting with Payroll, Forepersons, and employees to validate information and make necessary corrections
- Provide end-to-end processing of all payroll transactions, including auditing and processing time entries through payroll systems
- Create purchase orders in SAP Ariba, notifications, service orders, and reconcile financial data
- Maintain data to support monthly variance reporting
- Review work orders for accuracy and verify labour hours, parts, fabrication costs, and vendor costs
- Coordinate with client for pickup and maintaining system data
- Maintain records for vendor invoicing, inspection forms, Commercial Vehicle Inspection documentation and licensing information
- Provide general administrative support to Garage Supervisor and Forepersons, including managing calendars, meeting management, creating agendas and minutes, and coordinating events
- Assist Controllers and Forepersons to coordinate vendor and other on-site activities and maintain documentation
- Assist employees with locker inventory, uniform ordering, and other coordination tasks
- Distribute mail and bulletins, order supplies
- Perform other related duties as required

**Qualifications**:

- Completion of an appropriate certificate program from an approved school or college
- A minimum of 3 years of progressively responsible related experience, including payroll, work order management, finance, quote management and auditing
- An understanding of basic automotive terminology
- The ability to maintain awareness of current policies and procedures and make decisions accordingly, including an understanding of sharing protocols to maintain confidentiality
- The ability to maintain moderately complex records and to prepare reports
- Proven ability to work independently, as well as be a productive and collaborative member of a team
- Excellent communication skills with the ability to write accurately and concisely for a broad audience
- Excellent customer service and interpersonal skills, including the ability to work effectively with a clerical network to provide administrative advice, support, and assistance to meet the time-sensitive needs of a diverse group of stakeholders
- The ability to prioritize a variety of tasks with set timelines and adjust accordingly when unexpected priorities emerge
- Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City’s Cultural Commitments, please visit edmonton.ca/our-culture
- Demonstrate the foundational competencies, key behaviours and attributes of the City’s six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City’s leadership competencies, please visit edmonton.ca/our-culture
- Applicants may be tested

**_ 1 temporary full-time position for up to 11 months_**

**Hours of Work**: 40 hours per week; Monday to Friday 7:00 am to 3:30 pm

**Salary Range**: $25.448 - $31.909 (Hourly)

**Talent Acquisition Consultant**: PL/RA

**Classification Title**: Clerk III - 8 Hours

**Posting Date**: Mar 6, 2024

**Closing Date**: Mar 20, 2024 11:59:00 PM (MDT)

**Number of Openings (up to)**: 1 - Temporary Full-time

**Union**: CSU 52

**Department**: Fleet and Facility Services

**Work Location(s)**: Fleet Services, Ellerslie Facility, 2415 - 101 Street SW Edmonton T6X 1A1

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