Operations Assistant III - City of Saskatoon

AI Summary

The City of Saskatoon is seeking an Operations Assistant III for a temporary full-time role in Saskatoon, SK. This position provides essential administrative and operational support to Fleet Services, including managing financial entries and comprehensive records.

Key duties involve maintaining fleet data, processing invoices, and ensuring compliance with various regulations.

Candidates require Grade 12 education, graduation from a recognised one-year post-secondary business administration program with introductory accounting, and three years of related experience.

A typing speed of 55 words per minute and a demonstrated ability to consistently attend work are also top requirements for this role.

About the Role

The Operations Assistant III (V&E) at the City of Saskatoon plays a crucial role within the Transportation and Construction division, specifically supporting the Roadways, Fleet and Support Services department. This temporary full-time position, available for approximately six months, is vital for maintaining the efficiency and accuracy of administrative and accounting functions for Fleet Services. Working under the supervision of an Operations Assistant IV, this role ensures that various clerical, computer, and accounting duties are performed diligently, directly contributing to the smooth operations of the city's essential services. The successful candidate will provide critical support across multiple facets of fleet management, including financial tracking and data integrity, which are paramount for effective municipal operations.

Key Responsibilities

This position encompasses a broad range of responsibilities essential for the efficient functioning of fleet operations. The Operations Assistant III prepares and maintains month-end expense entries related to cost recovery, ensuring accuracy and completeness of supporting documentation and coordinating with various departments regarding operational changes. A key aspect of the role involves collecting and maintaining data, records, and statistics concerning all aspects of fleet operations, including fuel consumption, labour costs, and equipment operation and maintenance. The incumbent monitors data integrity within electronic systems and provides support as required, ensuring all information is current and reliable.

Further duties include maintaining records associated with all Fleet staff training programs and certifications, and coordinating necessary recertifications. The role also involves licensing all Civic, Parks, and Police fleet vehicles and equipment, and maintaining related records, ensuring compliance with the Motor Vehicle Act and all applicable provincial legislation. Managing fuel and driver cards for the fuel security system and compiling and auditing fuel usage records for all vehicles and equipment are also critical. The Operations Assistant III serves as the Records Coordinator for Fleet Services, ensuring proper organisation, retention, and compliance with records management policies and procedures, and provides operational and process support to the civic, police, and parks fleet operations. This position also provides administrative support for safety initiatives, including coordinating documentation and tracking requirements, and processes various monthly invoices such as rentals, leases, and contractor services, while maintaining records of accounts payable and reviewing monthly variances.

Required Qualifications and Abilities

To excel in this Operations Assistant III role, candidates must possess a Grade 12 education combined with graduation from a recognised one-year post-secondary business administration program that includes an introductory accounting class. A typing speed of 55 words per minute is also a fundamental requirement, alongside three years of related experience in an administrative or accounting capacity. The City of Saskatoon seeks an individual with a demonstrated ability to regularly and consistently attend work, ensuring effective operations and service delivery.

Applicants must exhibit a strong knowledge of business English, modern office practices, procedures, and equipment, as well as accounting terminology and procedures. The ability to prioritise responsibilities, make decisions in accordance with established policies, and work with minimal supervision is essential. Furthermore, the successful candidate will have the ability to express ideas effectively, both orally and in writing, and establish and maintain effective working relationships with civic employees and suppliers. The role demands the ability to maintain moderately complex records, prepare reports, and proficiently operate office systems and equipment, including word-processing, spreadsheet, and database software.