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Maintenance Clerk 1

9 hours ago

Dartmouth, Nova Scotia, Canada Halifax Regional Municipality Full time

Job Posting

Halifax Regional Municipality is inviting applications for two (2) Temporary Full-Time Maintenance Clerk1 positionswith the department of Transit Fleet, Halifax Transit.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ + Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Superintendent, the Maintenance Clerk 1 provides administrative support to the Superintendent, Supervisor and fleet maintenance staff. The maintenance clerk is responsible for the effective and efficient operation of the office and associated functions including records management, data-collection, error-checking and clerical support. This position is responsible for the coordination of vacation picks for over 50 personnel as well as personnel records associated with payroll and attendance support. This is a fast-paced environment that requires the clerk to interface with a number of stakeholders including but not limited to employees, supervisors, vendors, internal departments, and provincial regulators.

DUTIES AND RESPONSIBILITIES:

Records Management

  • Create work orders for divisions of Bus Maintenance. Input all necessary data from handwritten, printed or electronic documents into Fleet Focus (addition)/ SAP system, based on approved data entry standards and guidelines.
  • Input and monitor manual and electronic records for various metrics related to vehicle / equipment usage and maintenance (such as kilometers, fuels, oils, etc.)
  • Monitor data for inconsistencies and errors, and ensure correct data is input to Fleet Focus/SAP system.
  • Scan completed brake sheets and attach them into the Equipment.
  • Prepare and maintain documentation to comply with review, inspection and filing protocols, as defined by legislative and regulatory requirements (such as URB).
  • Coordinate process for oil sample testing; maintain and file related documentation.
  • Correct errors from Fleet Focus/SAP work orders as well as fuel data.
  • Correct kilometers errors.

Clerical Duties

  • Monitor incoming phone calls, record and communicate messages to appropriate staff.
  • General clerical duties, including such tasks as filing, incoming and outgoing mail, photocopying, faxing, posting of notices, ordering and maintaining stationery for all divisional/section staff.
  • Following policy and procedures properly prepares files for archiving and storage including shipping to appropriate HRM facilities.
  • Ensure general condition of office area and public areas are properly maintained and cleaned including reporting repair issues to facilities management department.
  • Monitor and order office equipment as well as maintenance equipment such as shop coveralls.

Payroll and Employee Support Duties

  • Reviews timecards and work orders to ensure information is correct
  • Coordinates vacation pick as well as the updates and maintains changes in vacation weeks for over 50 personnel
  • Confirms with payroll that all vacation days and days owing are consistent with SAP
  • Collects requested for banked time and provides list to Payroll
  • Coordinate medical appointments as requested by Halifax Transit re: driver licenses
  • Maintain electronic and paper filing systems i.e. days owing, attendance
  • Organization of Personnel documentation.

QUALIFICATIONS:

Education and Experience:

  • Grade 12
  • Successful completion of a recognized business or secretarial course.
  • Minimum of one year experience in a fleet maintenance environment.
  • Proficient in the use of computer software in a Windows environment, including SAP and MS Office

Technical / Job Specific Knowledge and Abilities:

  • Proficient in the use of computer software in a Windows environment, including SAP and MS Office
  • Knowledge of maintenance management systems an asset (addition)
  • Thorough knowledge of the ATU Local 508 Collective Agreement.
  • Thorough knowledge of HRM policies and procedures.
  • Thorough knowledge of fleet maintenance work selection and payroll procedures considered an asset (modified)
  • Proficient typing skills
  • Knowledge of mechanical terminology in order to communicate effectively with maintenance staff, internal and external clients
  • Excellent understanding of customer service in fleet service business
  • Ability to organize and prioritize to meet deadlines
  • Good customer service skills and the ability to work with numerous schedules and customers in order to meet client demands
  • Strong oral and writing communication skills
  • Highly adaptable to change and ability to function in a fast-paced environment
  • Must be able to work with minimum supervision
  • Must have good attendance and work record

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note: Testing may be conducted as a component of the selection process to assess technical and job-specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Valuing Diversity, Communications, Customer Service, Organizing & Planning, Teamwork & Cooperation, Analytical Thinking, Value & Ethics

WORK STATUS: Position 1: Temporary Full-Time (term up to 14 months)-BTC

Position 2: Temporary Full-Time (term up to 11 months)-RLTC

HOURS OF WORK: Monday - Friday, 8:00am - 4:00pm, 35 hours per week.

SALARY: Level 4, $28.41 per hour, as per the NSGEU Local 222 Collective Agreement.

WORK LOCATION: Burnside Transit Centre (BTC), 200 Ilsley Ave, Dartmouth, NS

Ragged Lake Transit Centre (RLTC), 110 Grassy Lake Drive, Halifax, NS

CLOSING DATE: Applications will be received up to 11:59 pm on Wednesday, February 11,

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax

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