Maintenance and Construction Clerk

General Accountability

Key Job Functions

• Assisting with the updating of specifications and terms of reference for the acquisition of materials, equipment and services;
• Ensuring that all customer requests for purchases are appropriately authorized;
• Coordinating meetings, site visits and maintaining communications with vendors/suppliers and internal contacts as required;
• Monitoring monthly contract expenditure reports and processing documentation to obtain authorization as required;
• Invoice reconciliation;
• Providing feedback on vendor/supplier performance;
• Advising contacts on contract status, pricing, delivery, procurement policies and procedures;
• Returning defective material and equipment to suppliers;
• Resolving warranty claims and preparing letters/memoranda regarding commercial and contractual matters;
• Assisting with the pre-selection of qualified suppliers (advisory);
• Monitoring and expediting outstanding and “emergency” orders as required to ensure timely delivery;
• Providing information to end users regarding the Commission’s procurement policies, procedures and Materials Management System;
• Recommending improved methods of supply and delivery, developing; implementing and evaluating improvements;
• Conducting periodic inventory checks to ensure and adequate supply of materials and equipment is available;
• Co-ordinating rental equipment and material delivery at various locations (other TTC Yards and work sites);
• Preparing, maintaining and updating employee, payroll, and vacation records, and keeping a computerized database of the same;
• Receiving, sorting and distributing mail for the section;
• Preparing a variety of general and confidential correspondence, such as reports, letters, memos, charts, spreadsheets graphs, etc., from prepared longhand notes or dictation equipment often involving technical terminology;
• Ensuring exchange of oxygen, acetylene and propane tanks; requisitioning gas, oil and diesel fuel;
• Participation in the TTC Customer Service Ambassador Program;
• Performs other related duties as assigned;
• Responsible for treating passengers and/or employees with respect and dignity and ensuring the needs of passengers or employees with disabilities are accommodated and/or addressed (if applicable and within their area of responsibility) in accordance with the Ontario Human Rights Code and Related Orders so that they can fully benefit from the TTC as a service provider and an employer.

Skills

Education and Experience

• Completion of secondary school education in a relevant discipline or a combination of education, training and experience deemed to be equivalent.
• Several years of relevant experience in the field of contract administration.

Additional Requirements

• Requires knowledge of contract administration, equipment and materials management principles;
• Must have techniques for assisting with contract terms, resolving disputes, and expediting goods and services;
• Must be computer literate, proficient in computerized applications such as Microsoft Word, Excel, Access etc., with excellent keyboarding skills and familiar with the TTC’s computer-based materials management system;
• Must have a “G” licence and pass the TTC defensive driving course. May be required to acquire a DZ licence;
• Must possess sound judgement, well-developed organizational, administrative and interpersonal skills; effective verbal/written communications skills for the purpose of exchanging and obtaining information relative to the work of the section;
• Requires familiarity with a wide variety of track related commodities and services as well as related legislation, standards, codes and Commission policies and procedures applicable in operating carhouse, shops and yards;
• Must attend and successfully complete the TTC Training Department program for WHIMIS and Subway Rule Book certification;
• Must have, or rapidly acquire, a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.