City of Mississauga Looking for Transit Admin Clerk at Mississauga, Ontario, Canada Full Time

Vacancy Type: Permanent

Number of Positions: 1

Closing Date: 03/19/2024

Job Summary

We are currently seeking a dynamic individual to join our Maintenance Admin Team in the Transit Maintenance Section of the Transportation & Works Department, Transit Division. The primary responsibilities of the Transit Admin clerk are Invoice processing in a timely and be able to apply the correct costs to EAM work order task codes. Possess a demonstrated ability to contribute to a constructive work environment through a can-do attitude, positive communications, professionalism, and the ability to multitask and contribute to a team to deliver safe, reliable buses.

Duties and Responsibilities

Under the training of the Supervisor and team members, the successful candidate will:

• Process large quantity of invoices in a timely manner while ensure prices match contracts
• Update diesel and gasoline rack prices daily and verify Transit special prices are accurate
• Review Packing Slips for goods receipt or check Enterprise Asset Management (EAM) system for related task codes as a precondition to process vendor invoices
• Apply commercial charges to EAM task code or request Maintenance Repair Clerks to add task code if missing so proper charge can be posted
• Resolve issues with vendors should invoice format, amount or contents are not correct
• Use the accurate cost centre or project number to do SAP S/4Hana draw down POs for non-inventory invoices and fill up marching summary in SAP Concur payment system
• Check and create new vendors in Concur if no contract exists for low value invoices and process as LVA (Low Value Acquisition)
• Facilitate business users to submit matched invoices for management approval within five (5) business days after receiving the invoice
• Reconcile with vendor’s Statement of Accounts and stay current to avoid any shipment/account on hold due to late payment
• Be aware of Vendor Name Change and direct the vendor to city’s website to complete change request process
• Annual hard copy filing set up and removal as per records retention requirement
• Participate in team cross functional training and back up team members when required
• Perform other duties as assigned

Skills And Qualifications

• Post Secondary School graduate with A/P training/diploma an asset
• Minimum three years invoice processing, payment or clerical related experience preferable in automotive or Transit industry union environment with technical knowledge and understanding of Transit Maintenance
• Knowledge of progressive office procedures, practices and policies including knowledge of health and safety regulations, Standard Labour Act in Ontario and Collection Bargaining Agreement (CBA)
• Ability to communicate with various levels of colleagues in a diplomatic manner to get issues resolved or help required
• Strong computer skills that include a proven ability to use SAP S/4 Hana, Concur and EAM in addition to intermediate to advanced Word, Excel and Outlook capabilities with minimum typing speed of 45wpm
• Organisational and analytical skills to extract reports from SAP, search for invoices and backup information when required
• Able to work in a fast paced office environment with a strong team atmosphere that is required cross-functional training for staff backup or accelerating projects
• Detail oriented with positive attitude to solve problems
• Working knowledge of financial management system or software such as SAP S/4Hana, Concur and EAM a strong asset

Hourly Rate/Salary: $ 50,784.00 – $ 67,713.00

Hours of Work: 35

Work Location: [[custlocation]] – Hybrid work environment. Have to be physically in the office 2 to 3 days per week.

Department/Division/Section: T&W/Transportation&Works Dept , T&W/Mississauga Transit , MT Maintenance

Non-Union/Union: Non Union

A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion .

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.