Shop Clerk III

Job Responsibility: Job Number : 48152

Do you enjoy coming into the office everyday and supporting a busy operational environment? Reporting to the Garage Supervisor, the Shop Clerk role is responsible for coordinating a variety of administrative, operational, payroll, and financial processes to ensure the facility runs efficiently. You will be part of a collaborative network of administrative professionals across the multiple Transit Fleet Maintenance facilities that act as the conduit between other departments and branch resources to disseminate information and are relied upon to proactively manage and support operations.

With a focus on the City of Edmonton's Cultural Commitments to Safe, Helpful, Accountable, Integrated and Excellent, you will:

• Build, validate, and finalize quote estimates for repair work; coordinate with Forepersons or Technicians; seek approval from client and/or appropriate authorization level
• Monitor the ‘Parts Workflow Dashboard' for quote status, creating action quote reviews, and adjusts and amends quotes as repair work progresses
• Manage the Supervisors' calendar and coordinate garage specific functions, such as safety inspections, meetings, emergency response drills
• Perform weekly review of time entry data, investigating errors and consulting with Payroll, Forepersons, and employees to validate information and make necessary corrections
• Provide end-to-end processing of all payroll transactions, including auditing and processing time entries through payroll systems
• Create purchase orders in SAP Ariba, notifications, service orders, and reconcile financial data
• Maintain data to support monthly variance reporting
• Create, manage and complete work orders using M5 applications
• Review work orders for accuracy and verify labour hours, parts, fabrication costs, and vendor costs
• Coordinate with client for pickup and maintaining system data
• Maintain records for vendor invoicing, inspection forms, Commercial Vehicle Inspection documentation and licensing information
• Provide general administrative support to Garage Supervisor and Forepersons, including managing calendars, meeting management, creating agendas and minutes, and coordinating events
• Provide OHS support, including scheduling meetings and inspections, entering data into the Safety Data Management System, and follow up on outstanding items
• Assist Controllers to coordinate vendor and other on-site activities and maintain documentation
• Assist employees with locker inventory, uniform ordering, and so forth
• Distribute mail and bulletins, order supplies
• Perform other duties as assigned

Qualifications :

• Completion of Grade 12 including business subjects related to word and information processing OR -
• Completion of an appropriate certificate program from an approved school or college
• A minimum of 3 years of progressively responsible related experience, including payroll, work order management, finance, quote management and auditing. Proficiency with M5 applications (work order management and reporting)
• Proficiency in with Google applications (Gmail, Calendar, Sheets, Docs), SAP Plant Maintenance and Ariba
• An understanding of basic automotive terminology
• The ability to maintain awareness of current policies and procedures and make decisions accordingly, including an understanding of sharing protocols to maintain confidentiality
• The ability to maintain moderately complex records and to prepare reports from same
• The ability to apply clauses of the Collective Agreements to verify and/or research errors for corrective active
• Proven ability to work independently, as well as be a productive and collaborative member of a team
• Excellent communication skills with the ability to write accurately and concisely for a broad audience
• Excellent customer service and interpersonal skills, including the ability to work effectively with a clerical network to provide administrative advice, support, and assistance to meet the time-sensitive needs of a diverse group of stakeholders
• Observe, promote and maintain respectful workplace environments and practices
• Work in a team environment
• The ability to prioritize a variety of tasks with set timelines and adjust accordingly when unexpected priorities emerge
• Demonstrate alignment with the Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, fostering an environment for others to do the same. For more information on the City's Cultural Commitments, please visit edmonton.ca/our-culture
• Demonstrate the foundational competencies, key behaviours and attributes of the City's six leadership competencies: Courage, Inclusivity, Values-Based Influencer, Collaborative Networker, Systems Thinker and Creative Innovator. For more information on the City's leadership competencies, please visit edmonton.ca/our-culture

The City of Edmonton is committed to inclusive, respectful and equitable workplaces that represent the communities we serve. We continuously improve our systems, policies and practices to remove barriers and ensure our employees, in all their diversity, can succeed. We value applicants with a diverse range of skills, experiences and competencies, and encourage you to apply. To learn more, see the Art of Inclusion: Our Diversity and Inclusion Framework here:

The City of Edmonton strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please contact View email address on ca.edajobs.com.

Up to 1 permanent full-time position

Hours of Work: 40 hours per week. Monday to Friday 7:00 am to 3:30 pm The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance. Salary: $25.448 - $31.909 (Hourly); $53,135.420 - $66,625.990 (Annually) Talent Acquisition Consultant: NC/JF

Classification Title : Clerk III - 8 Hours Posting Date : Nov 8, 2023 Closing Date : Nov 22, 2023 11:59:00 PM (MST) Number of Openings (up to) : 1 - Permanent Full-time Union : CSU 52 Department : Fleet and Facility Services Work Location(s) : Various Locations Edmonton (City Wide)