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Fleet and Facility Services Assistant

3 weeks ago

Sturgeon County, Canada Sturgeon County Full time

This position provides administrative support and coordinates various key functions as they relate to the day-to-day operations for both Fleet and Facilities. This position is also responsible for handling all in person public inquires at the Fleet Services Shop in addition to addressing and directing incoming telephone calls.

Administrative Coordination for FFS Department (50%)

Coordinates, Prepares, and processes account payables and receivables for Fleet & Facility Services and assists Transportation if required.

Coordinates hourly personnel time sheets for all Fleet & Facility Services’ staff and forwards results to payroll in a timely fashion.

Coordinates the Fleet and Facilities project tracker - report on a weekly basis department statistical information and amalgamate information on behalf of the Manager.

Coordinates and verifies, equipment/user accuracies with fuel management program, fuel consumption records, orders fuel shipments as required and prepares monthly consumption reports for all county vehicles.

Assists in the creation of briefing notes, requests for decisions and agendas.

Assists the Fleet Supervisor in preparing meeting agenda’s and capturing the minutes during the meetings.

Coordinates the updating and distribution of insurance coverage documentation for al mobile assets within the Fleet.

Refers to the Manager, Fleet & Facility Services any irregularities in the operation and care of County vehicles.

Assists the Facilities Supervisor in preparing meeting agenda’s and works with the Custodian Coordinator in compiling the information post meetings.

Compiles all safety meeting minutes and provides reports to the Health and Safety Department.

Assists the Facilities Coordinator in the preparation of the daily mail process.

Assists the Parts and Equipment Coordinator with supplies and parts pick ups if needed.

Acts as a conduit for staff who need assistance with office suite programs.

Record Retention and Tracking (25%)

Is the records management lead for Fleet & Facility Services.

Maintains accurate work order files on entire Sturgeon County fleet.

Accurately maintains and organizes all office documents and correspondence.

Coordinates the records management of the rental vehicle program including records management, deadline adherence for start and end of rentals in order to align with departmental budgetary limitations.

Coordinates and Tracks Fleet & Facility Services purchase orders.

Assists the Manager, Fleet & Facility Services with the filing, and documentation of capital purchases as required.

Coordinates staff tool allowances and tracking in alignment with budgetary limitations.

Is the lead resource for Office 365, SharePoint, Teams, Avanti, Diamond, Pearl and FMW.

Other Related Duties (15%)

Prepares expense claims as required.

Coordinates vehicle bookings for staff as required.

Assists Transportation Assistant in project costing.

Coordinates the water and coffee supplies for Fleet location.

Coordinates office supply orders for Fleet & Facility Services.

Assists the Systems and Services Technician in managing the oil sampling system.

Build collaborative communications/ synergies between Fleet & Facilities and Finance to ensure accurate deadlines are met as they align with auditor requirements.

Coordinates the staff vacation requests and coordinates the calendar associated with it.

Coordinates garment needs for Fleet & Facilities staff including coveralls and shop coats, etc.

Prepares correspondence, monthly and yearly statistical reports.

Health and Safety Responsibilities (10%)

Adhere to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.

Assists in maintaining and updating the safety program documentation such as SWP’s and HA’s

Coordinates NSC pre-trip documentation as required.

Knowledge

Understanding and solid knowledge of administrative practices.

Education and Qualifications

Post secondary training or certificate in Office Administration program.

Level 2 Office Suite including Excel, Word, Power Point and Outlook.

Customer Service Training.

Valid Class 5 Operators Licence.

Defensive Driving.

First Aid.

Other Skills or Abilities

Related Experience

Will consider other related office admin experience.

The following are considered assets or preferences in this position:
Knowledge

A solid understanding of Office 365, SharePoint, Microsoft Teams, Diamond, Pearl and FMW.

Education and Qualifications

Change Management training.

WORKING ENVIRONMENT AND PHYSICAL EFFORTS

Working Environment

Physical Efforts

May be required to lift to 50 kgs.