Job Description

JOB DESCRIPTION
The City of Orillia has an opening for the Part-Time position of Fleet Administrative Assistant for up to 16 hours per week. The Fleet Administrative Position provides administrative and operational support to the Municipal Fleet Services division. This position ensures effective coordination of fleet maintenance, program administration, procurement processes, claims management, and data analysis. The role contributes to the safe, compliant, and cost-efficient operation of the municipal fleet while supporting strategic initiatives such as sustainability, compliance, and lifecycle asset management.
DUTIES
Fleet Administration & Coordination - 35%

• Coordinate the scheduling and tracking of vehicle and equipment maintenance, inspections, and repairs.
• Maintain accurate fleet records including service history, warranty coverage, and compliance documentation.
• Support the administration of fleet programs (e.g., telematics, driver compliance, fuel management, emissions monitoring).
• Monitor and update fleet databases, spreadsheets, and software platforms to ensure data accuracy and accessibility.

Procurement & Financial Support - 20%

• Assist in preparing purchase orders (POs), process invoices, and reconcile vendor accounts in accordance with municipal procurement bylaws.
• Assist with quote collection, contract compliance, and low-value procurement activities.
• Track and report on budget expenditures, cost allocations, and fleet-related operating costs.

Claims & Compliance - 15%

• Assist in the intake, processing, and tracking of insurance and damage claims for municipal fleet assets.
• Ensure claims documentation is complete and submitted within required timelines.
• Maintain awareness of and assist with regulatory compliance requirements (e.g., CVOR, MTO, OHSA, municipal policies).

Data Analysis & Reporting - 20%

• Compile, analyze, and interpret fleet performance data, including fuel usage, downtime, maintenance costs, and asset utilization.
• Prepare routine and ad hoc reports, dashboards, and key performance indicator (KPI) summaries for management review.
• Support continuous improvement by identifying trends, inefficiencies, and opportunities for cost savings.

Administrative Support - 10%

• Draft correspondence, memos, and reports related to fleet operations and compliance.
• Organize and maintain digital and physical records, ensuring confidentiality and accuracy.
• Assist Fleet Management staff with special projects, audits, and fleet modernization initiatives.

QUALIFICATIONS

• Minimum Grade 12 or equivalent required. Post -secondary education in business administration or relevant experience considered as asset.
• Working experience in a municipal environment would be considered an asset.
• Excellent computer skills using Microsoft SharePoint and MS Office Suite, including Outlook, Excel, Word, PowerPoint, email, and the internet.
• Excellent organization, interpersonal, communication, comprehension, and time management skills as well as the ability to work effectively in a team setting and individually.
• Basic knowledge of vehicle and equipment repair work orders/parts is considered an asset.
• A valid Ontario Driver's license with access to a reliable vehicle is required for this position.
• A current and acceptable Criminal Record Check is required for this position at the incumbent's expense, prior to the employment commencement date.

Compensation for this position is $29.75 to $34.80 per hour for up to 16 hours per week. Interested applicants are invited to submit their application by September 17, 2025 at noon.
Applications will only be accepted by applying online. Please click the " Apply now" button below.
Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.

Skills Required