Fleet Services Coordinator (Pft) (Cupe 102.23)

Basic Function:

To undertake central purchasing and receiving of goods and services, including vehicles and equipment, for the corporation Fleet Services as well as other County departments adhering to corporate purchasing policies and procedures.

Oversee and maintain the operation of the County’s fuel system.

Assist the Supervisor with the financial operation of Fleet Services.

Position Description:

• Provide central purchasing/receiving of goods and services for this department as well as other departments
• Oversee the fuel monitoring system (Winfuel) to ensure vehicle/equipment and user parameters are properly in place to ensure that reliable information is provided
• Prepare specifications for quotations and tenders for vehicles and equipment
• Effectively manage and safeguard the financial and material assets of the department
• To perform other related duties to assist in all functional areas of Fleet Services as required including admin support to the Supervisor, Divisional Coordinator, General Manager as needed
• Administer the disposal of assets through the on-line auction process
• To ensure records management functions for the department are completed in accordance to the County’s classification system and retention schedule
• Prepare budget worksheets and provide estimates based on experience, averages and historical figures and compare with actual costs and monitor expenditures
• Ensure compliance with all regulations relating to ownership, licensing and insurance
• Purchase and receive materials and supplies as required for the Fleet Department in accordance with Norfolk County Purchasing policy
• To develop, coordinate, maintain and ensure compliance for Fleet Services electronic/on-site filing systems
• Administer purchasing process through established policies and procedures
• Maintain the infrastructure of effective policies, procedures and controls related to purchasing and financial functions of the fleet operation
• To provide guidance on core Fleet functions, financial policies and procedures to ensure consistency across the organization related to internal controls and transactions
• Meet administrative requirements relating to Fleet vehicles and equipment
• To compile statistical information and analysis with respect to departmental performance measures and programs
• Coordinate the County’s fuel requirements by ensuring supply of gasoline and diesel fuel for use within the fleet at the various sites
• Provide administrative assistance to Fleet Department, such as, prepare purchase orders/requisitions, process invoices, reconcile p-cards, order parts/equipment, monitor budget, filing, and take meeting minutes
• To assist with the preparation of annual budget estimates and reporting and monitoring of the approved budget

Requirements

Knowledge and Experience:

• AMCTO designation an asset
• Post-secondary diploma in public administration, business or related discipline
• Attainment of or working towards the completion of the Ontario Public Buyers Association (OPBA) Principles of Effective Public Purchasing Certificate Program will be considered an asset
• Completion of the Introduction to Public Purchasing course as offered through the Ontario Public Buyers Association (OPBA)Principles of Effective Public Purchasing Certificate program or attainment within six (6) months of employment
• Minimum of two years’ related experience, preferably in a municipal setting in purchasing budget preparation and administration; and accounting

Skills and Abilities:

• Sound research, analytical, and problem-solving skills
• Be proactive in adhering to Health and Safety practices.
• Valid Ontario driver’s license and access to a reliable vehicle
• Must be familiar with Municipal Policies, Purchasing Procedures and By-Law, Occupational Health & Safety Regulations, relevant Collective Agreements, WHMIS, Highway Traffic Act, Ministry of Transportation Traffic Manual, etc
• Ability to exercise discretion, judgement and work independently, with a high degree of initiative and creativity.
• Excellent oral and written communication skills
• Ability to work under pressure with constant interruptions, rapidly changing priorities, and deadlines
• Computer expertise in corporate standard software (Microsoft Office, Pearl, FMW) and department specific software (Winfuel) for data search and entry and to create and modify documents
• Sound knowledge of accounting principles and understanding of municipal operations
• Excellent time management and organizational skills
• Must be aware of safe work practices as they relate to job responsibilities and work environment, and have the basic understanding of the Occupational Health and Safety Act
• Previous experience within the Municipal sector an asset
• Basic understanding of Municipal fleet operations

Benefits

Posting #: CUPE 102.23

Position: Fleet Services Coordinator

Status: Permanent Full Time

Employee Group: CUPE 4700

Salary: $24.81 - $31.05 per hour (under review)

Division: Operations

Department: Fleet

Reports To: Fleet Services Supervisor

Location: Simcoe Garage

Posting Period: August 18, 2023 – September 1, 2023

How to Apply:

Follow the link below via Google Chrome for the application process:

• If you are electing to include a cover letter, the cover letter and resume must be uploaded as 1 file
• Ensure the file extension for your resume document is .doc, .docx or .pdf

Find out more information about Norfolk County here: Employment at Norfolk County - NorfolkCounty.ca

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

Successful applicants are required to provide the Employer with a current Criminal Record Check, including a Vulnerable Sector where required and verification of education.

Thank you for your interest in this position. Only those to be interviewed will be contacted.