Relief Clerk (Transit)

The Role

Provides administrative and clerical support to Transit Services management and staff on an interim basis or for special assignments. Counts daily cash and ticket farebox revenues, and prepares bank deposits.
 

Duties/Responsibilities

• Formats and transcribes correspondence, manuals, resource materials, agendas, minutes, and reports. Composes routine correspondence and assists management staff by drafting documents, such as forms, letters, and memos for review and signature.
• Empties conventional and specialized transit coins from vault/fareboxes onto conveyor belt for processing (culls, sorts, bags; counted by machine). Empties coin bag contents into wrapping machine. Places wrapped coins in boxes.
• Counts tickets and fare products and records revenues. Forwards internal count forms daily to the Accounting Clerk (Transit). Bags tickets for shredding. 
• Prepares bank deposit form for bus revenues for daily pickup.
• Inputs cash, ticket, and TaxiSCRIP totals into spreadsheet for daily reconciliation. 
• Creates and updates work orders in the Fleet Management System (FMS), according to defect slip and as identified by service advisors/fleet supervisors. Records information on daily garage maintenance report sheets. Closes/approves completed work orders.
• Creates and updates Ministry of Transportation/Preventive Maintenance Inspection work orders initiated by Planner/Scheduler, Transit Fleet Maintenance. Closes completed work orders.
• Processes warranty claim payments. Notifies vendor of discrepancies. Updates FMS to reflect proper repair cost reporting.
• Operates a multi-line telephone system. Answers telephone, responds to general inquiries, pages staff, transfers calls, and records messages.
• Operates a two-way radio (using proper radio procedure) to communicate with management regarding incidents/accidents requiring fleet services. Arranges roadside assistance with towing company, as required.
• Maintains the central filing system for Transit Fleet (e.g., creates new files, files documents, arranges off-site storage of semi-active files). 
• In the absence of Transit Fleet Supervisor, responds to over-the-counter inquiries regarding scheduled and emergency maintenance; receives/returns keys; and completes staff absenteeism forms.
• Processes mail, faxes, and arranges for courier service.
• Performs related duties as assigned. 

Knowledge, Skills, and Abilities

• Knowledge of office procedures, administrative/bookkeeping systems, word processing, and communication skills, acquired through a grade 12 education plus 2 years of related experience, 1 year which includes cash handling experience.
• Knowledge of and ability to follow corporate policies and procedures.
• Knowledge of automotive parts and components.
• Time management and organizational skills to work independently; meet deadlines; and assist management and staff by meeting program needs, and changing priorities.
• Communication skills to relate effectively with all levels of staff; respond to inquires from staff; and participate as an effective team member.
• Ability to read and edit program reports, manuals, pamphlets, fliers, other resource material, and minutes. Ability to write correspondence; complete forms, bank deposit slips and internal count forms, purchase and cheque requisitions; maintain records; and record messages, lists, minutes, and statistics.
• Computer skills with ability to use software such as Microsoft Office and a document management system. Ability to operate equipment according to vendor instructions.
• Must provide an acceptable Police Information Check (Level 2)—for bondability.
• Ability to support and demonstrate the Region’s values.