Administrative Assistant, Transit Jobs

JOB TITLE: Administrative Assistant, Transit

DEPARTMENT: Transit

POSTING NUMBER: 105483

NUMBER OF POSITIONS: 2

JOB STATUS & DURATION: 1 Full Time Permanent and 1 Temporary 13 months contract

HOURS OF WORK: 35 hour workweek

LOCATION: Hybrid Model – when working onsite, you will report to the location of Transit Clark Boulevard Facility

SALARY GRADE: 2

HIRING SALARY RANGE: $57,164.00 - $64,310.00 per annum

MAXIMUM OF SALARY RANGE: $71,455.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: June 26, 2023

CLOSING DATE: June 30, 2023

Area Of Responsibility

This position is responsible for administrative, customer service systems support, payroll timekeeping activities and communication support for the Transit Department, to ensure functional efficiency and operational needs are achieved. Typically works under general direction.

Key Responsibilities

• Work well within diverse groups to support operational goals and objectives.
• Using knowledge and insights gained in working with internal staff and through access to information, identifies concerns and suggests ways to improve process or to resolve issues.
• CUSTOMER SERVICE AND COMMUNICATION SUPPORT
• Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
• OPERATIONAL ACCOUNTABILITY - PAYROLL TIMEKEEPING
• Ensure necessary sign-offs and approvals meet audit requirements and confidentiality.
• Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
• Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
• Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
• Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
• Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Maintenance and Operations staff and works closely with Payroll Services to ensure deliverables meet payroll deadlines.
• Organize meeting requests, attendance, or other related requests; book and arrange conference rooms, resources, travel arrangements, conference registration, accommodation, and refreshments as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
• Demonstrate corporate values at all times.
• Handle fare media sales involving cash and credit transactions, including Presto and ticket sales.
• Assist with ensuring all audit requirements are met.
• Administer the lost & found program; log and respond to customer enquiries in a timely manner, organize and maintain lost & found room, disperse items appropriately.
• Contribute to a healthy team environment.
• Ensure daily functions are performed according to City Policies and Collective Agreements.
• ADMINISTRATIVE AND FINANCIAL SUPPORT
• Provide front-line assistance by serving walk-in customers and answering the office telephone line.
• Pro-actively identifies issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
• Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
• Ensure the confidentiality and security of employee and department files.
• RECORDS MANAGEMENT
• Provide backup administrative support that includes timekeeping, front office administrative assistance and front counter duties.
• Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
• Prepare purchase requisitions, process invoice payments and reconcile expense items.
• Maintain up-to-date employee and payroll files, documentation and correspondence.
• May be requested to represent the payroll or administrative function at meetings or events.
• Administer the senior transit pass program; verify documentation; issue pass; maintain records.
• Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
• Answer queries and prioritize requests from external customers and internal Transit customers.
• Take meeting minutes, prepare and distribute agenda and minutes of meetings by established timelines and ensure that all necessary files and information are available in support of a smooth and efficient meeting.
• TEAMWORK AND COOPERATION

Selection Criteria

EDUCATION:

• Post-secondary certificate or diploma in Business or Office Administration or equivalent experience.
• Working towards a payroll certificate would be an asset.

Required Experience

• Minimum two years payroll and/or administrative work experience, preferably in a transportation environment.
• Experience working in a unionized environment, specifically ATU, is a definite asset.

Other Skills And Assets

• Various tests and/or exams may be administered as part of the selection criteria.
• Demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment.
• Ability to work independently to meet fixed deadlines.
• Aptitude for figures with a strong attention to detail, accuracy and follow up.
• Strong organizational and communication skills with the ability to set priorities to ensure ease of workflow.
• Strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus).
• Must demonstrate tact, diplomacy, confidentiality and good judgment.

Alternate formats will be provided upon request.

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #105483 by June 30, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

The City is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you require any accommodations at any point during the application and hiring process, please contact [email protected] or 905.874.2150 with your accommodation needs, quoting the job opening ID#, job title. Any information received relating to accommodation will be addressed confidentially.