Fleet Services Clerk

Responsibilities

• Maintains a complete fleet vehicle/equipment database; enters, verifies and edits data and prepares and distributes standard and adhoc reports based on that data as required.
• Maintains a complete record of fleet fuel usage and repair bills, including assisting in reviewing and coding invoices; investigates discrepancies and notifies users of unacceptable or inconsistent charges; forwards invoices to accounts payable for processing, and enters data into the Fleet Management Information System (FMIS) as required.
• Maintains vehicle mileage database, collects and enters monthly mileage data, sends out notices for fuel data not in the FMIS, and prepares various standard monthly mileage reports.
• Maintains company vehicle credit card system within the FMIS, including;
  • monitoring use of daily vehicle fuel card activity;
  • processing and documenting cancellations, new requests and replacement cards:
  • following up with users of unacceptable or inconsistent charges and documenting the result;
•  May assist with the processing of vehicle transfer notification forms in respect to disposals, moves and new vehicles in service; advises appropriate department(s) of fleet changes and maintains related files and records.
• May assist with the fleet insurance and licensing documentation including renewals, transfers, and cancellations; and tracks and issues municipal decals and commercial vehicle inspections.  Maintains all accurate filing and updating relevant spreadsheets
• Provides secretarial and clerical support to departmental staff, including:
  • prepares a variety of correspondence, reports, forms and specifications; and composes straightforward correspondence and inter-office messages on request or own initiative;
  • acts a receptionist, answers telephone, takes messages or redirects calls as appropriate, answers routine inquiries; and greets, announce and directs visitors to appropriate individual;
  • opens and distributes incoming mail, courier packages and inter-office messages and routes outgoing mail;
  • books catering, travel, accommodations and conferences for departmental staff as required.
• Performs a variety of departmental clerical and file maintenance functions including the maintenance of fleet records, contract repair invoices, parking decal records; and related clerical support assignments including daily computer data entry.
• Performs duties of a minor nature related to the above which do not affect the rating of the job.

Requirements

• Grade 12 graduation including courses in business communications and office practices.
• Twelve (12) months directly related experience.
• Fast, accurate keyboard skill including ability to format various types of correspondence, reports, forms (60 words per minute).
• Solid knowledge of administrative procedures including filing systems, mail, communication systems, office equipment and the ability to organize work effectively. 
• Good command of English language and composition to respond to incoming calls and enquiries, correct spelling, punctuation and grammatical errors, and compose correspondence and inter-office messages.
• Courteous, professional telephone manner.
• Working knowledge of Microsoft Office products (Outlook, Word, Excel, PowerPoint, Sharepoint). Preferred though not required to be familiar with other software in use in the fleet department such as a FMIS and SAP.