Support Clerk, Streetcar

General Accountability

Key Job Functions

• Maintains various databases and ensuring accurate and detailed information is inputted accordingly to ensure that staff can schedule maintenance work in a timely and priority manner, and producing various reports
• Assists with the monitoring, tracking and updating of information/data/records, ensuring accuracy and following up as required.
• Maintains records for all employees in the section and ensures confidentiality is maintained
• Prepares payroll for section employees and maintains up-to-date attendance and vacation entitlements and reports
• Receives daily hourly employee attendance sheets; monitors, inputs and maintains a database of all overtime hours on operating and capital jobs
• Enrols Streetcar Way section employees into mandatory internal training courses.
• Prepares correspondence or documentation on behalf of the section in accordance with corporate and department standards, including detailed memos, reports, meeting minutes, technical documents, agenda, etc.
• Liaises with other colleagues/support staff, other departments, and/or external parties concerning routine matters under the direction of department staff
• Maintains a central file system, updates file lists as required, assigns codes and ensures correspondence is filed correctly
• Co-ordinates and schedules required training courses for employees
• Facilitates the procurement of supplies, materials and services for the section/department
• Assists with other duties and tasks, and provides back up support, as required
• Participation in the TTC Customer Service Ambassador Program
• Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.

Skills

Education and Experience

• Completion of secondary school education or a combination of education, training and experience deemed to be equivalent.
• Demonstrated experience in a relevant clerical or administrative role.

Additional Requirements

• Sound knowledge of modern office practices, procedures and equipment
• Strong knowledge of personal computer applications, data entry methods and software applications relevant to the work (i.e. MS Office, Maximo, etc.)
• Previous experience using ERP systems (eg. SAP, IFS, etc) would be considered an asset
• Good typing/word processing and basic mathematical skills are required including an excellent knowledge of grammar, punctuation, and spelling
• Effective communication and interpersonal skills
• Must be detail-oriented, with strong analytical and organizational skills
• Ability to handle several responsibilities at once, under minimal supervision
• Must have or acquire a thorough knowledge of departmental and corporate policies and procedures applicable to the work performed; including sections of the Collective Agreement relevant to the work performed (i.e. issuance of clothing, safety footwear allowance, vacation entitlement, lieu days, overtime, leave of absence, etc.)