Administrative assistant, Transit
City of Brampton’s Transit department is inviting applications from suitable candidates for the position of Administrative assistant. City of Brampton’s Transit department is essential for providing efficient and accessible public transportation services. Managing bus routes and infrastructure, it ensures safe and reliable mobility for residents. With a focus on sustainability and community connectivity, it contributes to a well-functioning and accessible transportation network in Brampton. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Brampton
Department: Transit
Position: Administrative assistant, Transit
No of Vacancies: 3
Salary: $57,164.00 – $71,455.00 annually
Employment Type: Full Time/Permanent
Job Industry: Government and Public Sector
Job Category: Management and Administration
Location: Brampton, ON, Canada
Shift: 35 hour workweek
Job ID: 2024-8220
Posting Number: 105784
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have Post-secondary certificate or diploma in Business or Office Administration or equivalent experience
Experience: Candidates should have minimum two years payroll and/or administrative work experience, preferably in a transportation environment
Physical Requirements:
- The candidates should have strong organizational and communication skills with the ability to set priorities to ensure ease of workflow
- The candidates should have the ability to work independently to meet fixed deadlines
- The candidates should have a demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment
Other Requirements:
- The candidates should be working towards a payroll certificate
- The candidates should have experience working in a unionized environment, specifically ATU
- The candidates should possess strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus)
- The candidates should have an aptitude for figures with a strong attention to detail, accuracy, and follow-up and must demonstrate tact, diplomacy, confidentiality, and good judgment
Responsibilities:
- The candidates should be able to provide administrative, customer service systems support, payroll timekeeping activities, and communication support for the Transit Department to ensure functional efficiency and operational needs are achieved
- The candidates should be able to support all Transit payroll timekeeping functions, including ensuring that the payroll is completed accurately and submitted on time and complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Maintenance, and Operations staff and work closely with Payroll Services to ensure deliverables meet payroll deadlines
- The candidates should be able to assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements and proactively identify issues that have potential impact on Transit payroll and resolve or escalate as appropriate
- The candidates should be able to ensure daily functions are performed according to City Policies and Collective Agreements and provide front-line assistance by serving walk-in customers and answering the office telephone line
- The candidates should be able to answer queries and prioritize requests from external customers and internal Transit customers and administer the lost & found program, log and respond to customer inquiries in a timely manner, organize and maintain the lost & found room, and disperse items appropriately
- The candidates should be able to handle fare media sales involving cash and credit transactions, including Presto and ticket sales and administer the senior transit pass program, verify documentation, issue passes, and maintain records
- The candidates should be able to respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices, and other general provisions of the Collective Agreements and receive and direct incoming inquiries and escalate staff or office-related concerns to the appropriate resource
- The candidates should be able to maintain a database of internal and external customer inquiries, prioritize all requests, and respond within acceptable timelines and prepare and process standard correspondence, forms, statistical reporting, etc., and track and run reports as required within established timelines
- The candidates should be able to 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
- The candidates should be able to take meeting minutes, prepare and distribute agendas 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
- The candidates should be able to use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements and maintain both hard copy and electronic files when necessary, generate reports as required, reconcile records, and ensure payroll requirements are provided
- The candidates should be able to ensure the confidentiality and security of employee and department files and assist with ensuring all audit requirements are met, provide backup administrative support that includes timekeeping, front office administrative assistance, and front counter duties
- The candidates should be able to maintain up-to-date employee and payroll files, documentation, and correspondence and ensure necessary sign-offs and approvals meet audit requirements and confidentiality
- The candidates should be able to use knowledge and insights gained in working with internal staff and through access to information to identify concerns and suggest ways to improve processes or resolve issues and prepare purchase requisitions, process invoice payments, and reconcile expense items
- The candidates should be able to contribute to a healthy team environment and work well within diverse groups to support operational goals and objectives and represent the payroll or administrative function at meetings or events when requested and demonstrate corporate values at all times
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume and reference number 105784) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!