Administration Assistant (Transit Maintenance)

at  Region of Waterloo

Administration Assistant (Transit Maintenance)
Job Number: 1828
Job Type: Full-Time
Location: 85 Chandler Dr - Transit-Chandler Dr Mtce Fac
Job Category: Transportation
Number of Positions: 1
Department: Passenger Facilities and Amenities
Division: Transportation Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 004
Salary Range: $26.92 - $30.46 per hour
Posting Date: October 17, 2024

ABOUT US!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Dish with One Spoon Wampum:

Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Recognizing our shared humanity and land
• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of general office procedures, reading, writing, math, and communication skills acquired through a Grade 12 education plus 1 year of related office experience.
• Knowledge of automotive parts and components.
• Time management, organizational, and problem-solving skills to organize work, determine priorities, and meet deadlines.
• Communication skills to respond to requests for service; respond to inquiries courteously; communicate with staff/supervisor using a phone and two-way radio; relay information between Transit Fleet and vendors, towing company; convey emergency information between emergency services and management; and participate as an effective team member.
• Ability to follow verbal and written instructions, complete forms, records, reports, and letters, and record meeting minutes.
• Computer skills, using software such as Microsoft Office, and fleet management and document management systems. Skill in the operation of a multi-line telephone system and two-way radio.
• Ability to travel to locations within Waterloo Region.
• Ability to support and project the Region’s values.
  The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.
  The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.
  Please note: candidates will be provided an update on their application Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

THE ROLE

Provides clerical, administrative, and reception support to Transit Fleet staff.

DUTIES/RESPONSIBILITIES

• Creates and updates work orders in the Fleet Management System (FMS), according to defect slip and as identified by service advisors/fleet supervisors. Records information on daily garage maintenance report sheets. Closes/approves completed work orders. Runs monthly report of open work orders and reconciles to FMS, for management review.
• Assigns labour hours to work orders by importing attendance data from FMS. Works with other staff regarding missing/incorrect time and attendance data.
• Creates and updates Ministry of Transportation/Preventive Maintenance Inspection work orders initiated by Planner/Scheduler, Transit Fleet Maintenance. Closes completed work orders.
• Processes warranty claim payments. Notifies vendor of discrepancies. Updates FMS to reflect proper repair cost reporting.
• Records contractor invoices in FMS.
• Maintains information in spreadsheets (e.g., barcodes, work orders). Runs related reports for management, as required.
• Operates a multi-line telephone system. Answers telephone, responds to general inquiries, pages staff, transfers calls, and records messages.
• Operates a two-way radio (using proper radio procedure) to communicate with management regarding incidents/accidents requiring fleet services. Arranges roadside assistance with towing company, as required.
• Obtains vehicle license stickers (e.g., new fleet, replacements) and updates records.
• Provides administrative support at meetings (e.g., minutes, agendas), and to Passenger Amenities staff (e.g., information posts for route changes).
• Maintains the central filing system for Transit Fleet (e.g., creates new files, files documents, arranges off-site storage of semi-active files).
• In the absence of Transit Fleet Supervisor, responds to over-the-counter inquiries regarding scheduled and emergency maintenance; receives/returns keys; and completes staff absenteeism forms.
• Processes mail, faxes, and arranges for courier service.
• Performs related duties as assigned.