Transit Maintenance Clerk

The Transit Maintenance Clerk plays a critical role in supporting the operations of a fast-paced maintenance facility. This position is responsible for clerical and administrative duties, including data entry in the Enterprise Asset Management (EAM) system, managing maintenance repair work orders, and coordinating with internal and external stakeholders. The successful candidate will ensure accurate record-keeping and efficient workflow to support the City’s transit fleet maintenance operations.

1. Work Order Management & Auditing
• Create, update, and close maintenance work orders, ensuring accurate documentation of labor, parts, services, and repair details.
• Audit work orders to ensure compliance with Ministry of Transportation (MTO) standards and internal maintenance protocols.
• Verify mechanic labor time entries and ensure all records meet organizational standards.
• Track and process invoices for services completed under work orders.
• Maintain records of completed work orders, fleet maintenance projects, seasonal maintenance campaigns, and preventive maintenance programs.
• Coordinate with the Parts Department to track parts and materials associated with maintenance work orders.
• Create and monitor tire records, manage wheel re-torquing work orders, and ensure compliance with safety standards.

2. Team Support & Coordination
• Gather repair status updates and track vehicle locations across workshops, bus storage areas, and outdoor facilities.
• Assist the Shift Supervisor with efficient assignment of unionized maintenance staff to work orders.
• Ensure work assignments align with shop workflow to optimize maintenance efficiency.

3. Campaign & Vendor Coordination
• Monitor and ensure timely completion of fleet campaign work orders.
• Coordinate with external vendors for repair work distribution, ensuring smooth communication and alignment with maintenance objectives.

4. Breakdown Assistance
• Support Shift Supervisors in managing vehicle breakdowns, including arranging tow services and ensuring proper work order documentation.

5. Communication Management
• Respond to inquiries from internal departments, external stakeholders, and City staff in a professional and timely manner.
• Act as a central communication point for the Transit Maintenance Section, ensuring clear and efficient information flow.

6. Operational Contributions
• Maintain a collaborative work environment, demonstrating professionalism and a positive attitude.
• Ensure timely and accurate data entry to support safe and reliable transit services.

7. Other Duties
• Board transit buses to retrieve and document data from Vehicle Condition Reports (VCRs).
• Perform additional administrative and clerical tasks as assigned.

1. Education & Experience
• Secondary school diploma required; business-related coursework is an asset.
• Minimum two (2) years of clerical experience, preferably in an automotive or transit maintenance environment.

2. Knowledge & Skills
• Strong understanding of office procedures, vehicle parts, and maintenance/repair processes.
• Proficiency in data entry and database management, with experience in Trapeze EAM or similar systems preferred.
• Intermediate to advanced skills in Microsoft Word & Excel.
• Strong organizational and analytical abilities to manage work orders and vehicle repair data.

3. Communication & Collaboration
• Excellent oral and written communication skills, including professional telephone etiquette.
• Ability to handle inquiries and provide clear, concise information to various stakeholders.

4. Work Environment
• Ability to work in a fast-paced, team-oriented garage environment.
• Physical capability to board and inspect buses as part of routine duties.