Job Description

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary . City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits . Together we make Calgary a great place to make a living, a great place to make a life.

The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.




As a Fleet and Safety Administrator, you will be the first point of contact providing administrative support to the Vehicles and Equipment Coordinator, Logistics and Safety Lead and portfolio, and staff, acting as a liaison with other business units or external providers. You will assist with document preparation, data tracking and record-keeping for Parks\xe2\x80\x99 Safety and Vehicles and Equipment. Primary duties include:

• Liaise with Environmental Safety Management (ESM), Fleet and Inventory (F&I), Information Technology (IT) and SDMS Support to resolve technical system or user\xe2\x80\x99s issues.
• Collaborate with SDMS support and Learning and Development to create and maintain training manuals and presentation materials. This includes the creation, writing and editing of tip sheets, presentations and e-learning.
• Perform User Acceptance Testing for upgrades. Identify opportunities to improve the efficiency and effectiveness of the SDMS system and implement processes to ensure successful integration of system changes.
• Create and update technical and procedural documentation (For example: Standard Operating Procedures, employee handbooks, reports, forms, presentations, graphics, tip sheets, etc.).
• Coordinate First Aid scheduling and tracking.
• Oversee records management and storage through the creation of online folders and physical boxes. Pack physical boxes for storage and shipment offsite.
• Book meetings, maintain the boardroom bookings, and update calendars. Create agendas and record minutes.
• Communicate with Finance to process budget re-allocations.
• Work with Supply Management to create and process Requisitions in PeopleSoft.
• Maintain Parks Vehicle Tracking System (PVETS) by adding new acquisitions and closing off records for decommissioned units that have been removed from service.
• Submit rental E-forms to F&I and maintain rentals data sheet.
• Liaised with Claims to provide information on vehicles appraisals.
• Run various reports in Business Intelligence for units in service, maintenance costs, in service/removed from service dates, etc. and communicating and correcting this information as required.
• Receive and record vehicle and equipment accident or damage report. Reconcile work orders, invoices, and estimates to damage and accident reports to ensure consistency.
• Receive and validate traffic violations. Dispatch correspondence to the appropriate Lead or Superintendent concerning each ticket and follow up to ensure timely payment of violation/fine.

Qualifications

• A completed 1 year certificate in a related field (For example: Administrative Assistant, Business Administrative, Administrative Information Certificate, Administrative Professional Certificate) and at least 3 years of related experience
• Intermediate proficiency with Microsoft Office (Excel, Word, Outlook, MS Project and PowerPoint) is required.
• A valid Class 5 Driver\'s License (or provincial equivalent) and access to a personal vehicle for business use is required.
• Experience using Business Intelligence software for reporting will be considered asset.
• Ability to multitask and manage constantly changing priorities.
• Exceptional communication and interpersonal skills with the ability to build and maintain relationships.
• Demonstrated customer focus, problem solving abilities and a strong attention to detail are essential.

Pre-employment Requirements

• 
  Successful applicants must provide proof of qualifications.

Union: CUPE Local 38

Business Unit: Parks and Open Spaces




Position Type: 1 Temporary (up to 18 months)

Location: 1011 52 Street SE




Compensation: Pay Grade 7 $33.33 - 44.60 per hour

Days of Work: This position works a 5 day
work week with 1 day off in a 3 week cycle.




Hours of work: Standard 35 hour work week




Audience: Internal/External

Apply By: February 1, 2023





Job ID #: 306645