Fleet Services Coordinator

**Basic Function**:
To undertake central purchasing and receiving of goods and services, including vehicles and equipment, for the corporation Fleet Services as well as other County departments adhering to corporate purchasing policies and procedures.

Oversee and maintain the operation of the County’s fuel system.

Assist the Supervisor with the financial operation of Fleet Services.

**Position Description**:

- Maintain the infrastructure of effective policies, procedures and controls related to purchasing and financial functions of the fleet operation.
- Effectively manage and safeguard the financial and material assets of the department.
- Provide central purchasing/receiving of goods and services for this department as well as other departments.
- Prepare specifications for quotations and tenders for vehicles and equipment.
- Administer purchasing process through established policies and procedures.
- Administer the disposal of assets through the on-line auction process.
- Prepare budget worksheets and provide estimates based on experience, averages and historical figures and compare with actual costs and monitor expenditures.
- Meet administrative requirements relating to Fleet vehicles and equipment.
- Ensure compliance with all regulations relating to ownership, licensing and insurance.
- Coordinate the County’s fuel requirements by ensuring supply of gasoline and diesel fuel for use within the fleet at the various sites.
- Provide administrative assistance to Fleet Department, such as, prepare purchase orders/requisitions, process invoices, reconcile p-cards, order parts/equipment, monitor budget, filing, and take meeting minutes
- To assist with the preparation of annual budget estimates and reporting and monitoring of the approved budget
- To compile statistical information and analysis with respect to departmental performance measures and programs
- Purchase and receive materials and supplies as required for the Fleet Department in accordance with Norfolk County Purchasing policy
- Oversee the fuel monitoring system (Winfuel) to ensure vehicle/equipment and user parameters are properly in place to ensure that reliable information is provided
- To provide guidance on core Fleet functions, financial policies and procedures to ensure consistency across the organization related to internal controls and transactions.
- To develop, coordinate, maintain and ensure compliance for Fleet Services electronic/on-site filing systems
- To ensure records management functions for the department are completed in accordance to the County’s classification system and retention schedule.
- To perform other related duties to assist in all functional areas of Fleet Services as required including admin support to the Supervisor, Divisional Coordinator, General Manager as needed.

**Requirements**:
**Knowledge and Experience**:

- Post-secondary diploma in public administration, business or related discipline.
- Minimum of two years’ related experience, preferably in a municipal setting in purchasing budget preparation and administration; and accounting.
- Completion of the Introduction to Public Purchasing course as offered through the Ontario Public Buyers Association (OPBA)Principles of Effective Public Purchasing Certificate program or attainment within six (6) months of employment
- AMCTO designation an asset.
- Attainment of or working towards the completion of the Ontario Public Buyers Association (OPBA) Principles of Effective Public Purchasing Certificate Program will be considered an asset.

**Skills and Abilities**:

- Basic understanding of Municipal fleet operations
- Must be familiar with Municipal Policies, Purchasing Procedures and By-Law, Occupational Health & Safety Regulations, relevant Collective Agreements, WHMIS, Highway Traffic Act, Ministry of Transportation Traffic Manual, etc.
- Computer expertise in corporate standard software (Microsoft Office, Pearl, FMW) and department specific software (Winfuel) for data search and entry and to create and modify documents.
- Excellent time management and organizational skills.
- Be proactive in adhering to Health and Safety practices.
- Previous experience within the Municipal sector an asset
- Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety Act
- Sound knowledge of accounting principles and understanding of municipal operations.
- Ability to exercise discretion, judgement and work independently, with a high degree of initiative and creativity.
- Ability to work under pressure with constant interruptions, rapidly changing priorities, and deadlines.
- Sound research, analytical, and problem-solving skills.
- Excellent oral and written communication skills.
- Valid Ontario driver’s license and access to a reliable vehicle.

**Benefits**

**Posting #**: CUPE 102.23

**Position**: Fleet Services Coordinator

**Status**: Permanent