Administrative Support Job Halifax area,Nova Scotia Canada,Administrative/Clerical

11122

Administrative Support

Job Posting

Halifax Regional Municipality is inviting applications for the full-time, perm position of Administrative Support with our Corporate Fleet team.

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 2

SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

The Administrative Support role is the critical role of the Emergency Fleet Maintenance team providing hands on service and support within the daily operations including creating/processing work orders, scheduling jobs, taking client requests, processing vendor invoices, etc. The Administrative support person must be task-driven and organized and enjoy working in a busy, garage environment. The ideal candidate for this position is hands-on and possesses prior fleet or garage experience.

Under the direction of the Superintendent of Emergency Fleet, the Administrative position provides support to Corporate Fleet. The Administrative Support is responsible for administrative functions relating to the maintenance and repairs for vehicles and equipment used by Halifax Regional Police. This position requires a high degree of initiative, customer service, and strong organizational skills.

DUTIES AND RESPONSIBILITIES:

Coordinate and schedule work in consultation with the Supervisor and user departments

Create and generate work orders in Fleet Focus

Review time cards, and work orders to ensure all information is accurate and complete

Work on requests for quotation for services in conjunction with the procurement staff

Coordinate the motor vehicle inspection process for vehicles

Track vehicle permits, insurance cards, overweight permits, preventative maintenance ensuring they are up to date and correct

Process obsolete/surplus vehicles; remove license plates and/or arrange for removal

Verify warranties/recalls and ensure all work is sent to the appropriate repair facility

Procure services as needed using SAP and Fleet Focus

Process purchase orders, goods receipts, and invoices to ensure payment in a timely manner

Support the vehicle tendering process

Generate budget/financial reports from SAP and Fleet Focus

Enter hours of work and type of work completed for work orders, to maintain vehicle history/cost in Fleet Focus

Prepare and track attendance records, liaising with staff in Fleet and other business units as required (i.e. emergency call-out, payroll discrepancies and confidential information)

Verify monthly corporate Visa statements for accuracy and completeness (i.e. ensure correct coding to work orders, cost centers, cost elements, etc.)

Respond to direct enquiries on matters pertaining to Emergency Fleet, in person, or via various communication channels

Responsible for office activities, mail and ordering stationery

Prepare correspondence as required

Maintain vehicle master lists

Manage vehicle registration process for HRP vehicles and equipment

Maintain and reconcile petty cash, local travel and taxi chits.

Other duties as assigned

QUALIFICATIONS:

Education & Experience:

Grade 12 or equivalent

Diploma in Office Administration from a recognized educational institution

Minimum of three (3) years related experience, preferably in a fleet operation

An equivalent combination of education and experience may be considered

Technical/Job Specific Knowledge and Abilities:

Proficiency in the use of computers and software (Microsoft suite, etc.)

Thorough working knowledge of multiple SAP modules is considered an asset

Proficient typing / data entry skills

Strong customer service orientation and organization and planning skills

Security Clearance Requirements: Before an offer is made the top candidate will be required to complete the background & security clearance process. You will be given a security & background booklet to complete…


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