Clerk 5 - Corporate Fleet

Summary

This position provides administrative and clerical support to the Fleet Operations, including coordinating pool vehicle use, processing data and documentation, and ongoing customer service.

Key Duties & Responsibilities

• Provides first point of contact customer service for telephone calls, drop-ins and emails from CRD staff and other visitors.
• Coordinates pool vehicle use, maintains vehicle booking schedules, prepares monthly allocations and provides pool vehicle familiarization for users as required.
• Ensures pool vehicles are fuelled/charged and ready for use by carrying out cleaning, power washing, de-icing, snow removal and other activities as required.
• Administers vehicle spare keys, including tracking use of keys and replacing lost keys.
• Performs monthly reconciliation of fuel receipts to statement and provides information to finance to allocate to vehicles, capture mileage and file receipts
• Performs data entry and administration for fleet business processes such as work orders, invoices, billing, pool vehicles, fleet records and utilization data.
• Reviews daily pre/post trip reports for defects or discrepancies and enters fleet asset meter data.
• Files documents in accordance with the CRD Records Management policies and procedures.
• Assists with vehicle deliveries and pick-ups.
• Ensures that documents are collected at various drop off points at 479 Island Hwy.
• Provides daily coverage for the Fleet Administrative Coordinator duties.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communications (verbal and written), interpersonal and customer service skills are required.
• Interpersonal and customer service skills are required.
• Proficiency and experience with MS Office, Sharepoint, Intramap, and SAP
• Skilled in accurate and prompt data entry and checking source information
• Typing speed of not less than 55wpm.
• Knowledge of general office procedures and equipment.
• Ability to review financial information
• Ability to work under pressure and to organize, set and maintain priorities and meet tight deadlines
• Ability to build collaborative relationships and resolve potential conflict
• Ability to learn new software programs
• Ability to set-up and maintain an accurate filing and records system.
• Ability to provide customer support in a timely manner.
• Ability to use own initiative in solving daily routine inquiries and reconciliations.
• Ability to work collaboratively with team and internal users as well as the ability to work independently when required.

Qualifications

Certifications