Fleet Training Assistant

The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset – our people. This is a great opportunity to join our team and shape our community. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. If you are looking to make a difference, and to share our vision “to be the most appealing, livable, and well-managed community in Canada”, then please apply.

Overview

Reporting to the Fleet Training Manager, this position is responsible for providing administrative support to ensure fleet-related vehicle and equipment training is current and documentation is maintained in compliance with the National Safety Code (NSC) and WorkSafeBC regulations. This position supports fleet operations by generating reports of expiring certifications, scheduling training sessions, sourcing fleet training consultants, and ensuring training documentation and assessments are updated and maintained in the electronic system. This position will also assist with the implementation and administration of the GPS system, performing duties such as user training, generating reports, reviewing data, troubleshooting, testing, and setting up and reviewing system access privileges.

Examples of key responsibilities include, but are not limited to:

• Maintains all documentation relating to confidential driver records and fleet-related training records and assessments; reviews and scans documents into a confidential electronic system.
• Ensures all driver records, certifications, and related training and assessments are compliant with codes and regulations (National Safety Code and WorkSafeBC).
• Ensures the configuration of the electronic system meets compliance requirements; works with internal departments to coordinate required updates; and undertakes system testing before go-live as required.
• Assists in formulating and preparing training materials, such as Bus Operators Manual, Snow Response training, crane truck training, load security; and as required, researches legal statutes and other information to ensure compliance.
• Develops a variety of forms, such as vehicle accident, driver complaint, fleet incident investigation, vehicle/equipment assessments; tracks and follows up on investigations to ensure recommended actions are completed.
• Generates reports of upcoming certification expirations; conducts initial screening; contacts department leaders to verify re-certification required by staff; and reviews findings with a superior to verify requirements and schedules training sessions.
• Conducts user training on GPS; sets up and monitors access controls for users.
• Researches and sources vendors to deliver training as required.
• Prepares and analyzes a variety of reports; inputs related data into system to generate reports; tracks daily operating metrics for various types of training and assessments; identifies contributing factors to accidents and any follow-up actions required and informs a superior.
• Coordinates GPS installation, calibration, trouble shooting, system refresh, decommissioning and evergreening tracking.
• Receives and coordinates training requests from customers; follows up on items in department work plan to ensure completion; prepares and provides regular updates on performance; and assists in preparing and tracking departmental capital budget requests.

Knowledge, Skills & Abilities:

• Considerable knowledge of the provincial acts (e.g., Motor Vehicle Act, Privacy Act), and established safety codes and regulations related to the work (National Safety Code, WorkSafeBC).
• Considerable knowledge of computer systems and office software, including SharePoint, Excel and other Microsoft Office tools.
• Sound knowledge of computer applications used in fleet management, such as PeopleSoft HCM, Faster, and GPS.
• Some knowledge in conducting basic driver training.
• Ability to produce training materials and support investigations.
• Ability to analyze and write reports and coordinate actions needed to address findings.
• Ability to perform project planning and coordination.
• Excellent organizational and communication skills and ability to work accurately and effectively to meet deadlines.
• Positive attitude and ability to interact positively with stakeholders while excelling in customer service.
• Knowledge and ability in ensuring system configuration, method of data entry/recording and generation of reports is fully compliant, accurate and protects the City from risk.
• Ability to perform all duties with a high degree of initiative, independence of action and judgement.
• Ability to research and source vendors to deliver training, prepare associated budget estimates, and authorize invoices for payment.
• Ability to manage multiple priorities in a fast paced environment and to adapt to changing dynamics. Ability to work well under pressure and deals with stressful situations with professionalism.
• Ability to develop and maintain effective communication and collaborative relationships with internal and external individuals and groups.
• Ability to interpret and present technical and specialized information in a “user friendly” manner to internal or external contacts regarding changes to fleet operations, including the Motor Vehicle Act, and commercial vehicle inspection requirements. Uses standard formats and styles as a foundation, but customizes communication as appropriate to the audience. Makes informal and/or formal presentations to customers or colleagues.
• Ability to successfully clear a Police Information Check.

Qualifications and Experience:

• Completion of Grade 12.
• Completion of the National Safety Code for Carriers training program.
• Minimum of three (3) to four (4) years of experience in fleet operations and fleet management systems.
• An equivalent combination of education, training and experience may be considered.
• Valid Class 5 driver’s License for the Province of British Columbia.

Required Licences, Certifications and Registrations:

• National Safety Code (NSC) certificate.

Working Conditions:

The work is generally performed in an office environment, with occasional exposure to work sites (e.g. in support of accident/ incident investigations)

Additional Information: