Administrative Assistant III (P11) (Facilities Management Division: Transportation Department) at University of Johannesburg

Job Description:

• The department renders a UJ Vehicle Fleet Service on the APK – DFC and SWC Campuses with an internal fleet and departmental vehicles and external rental companies.

Responsibilities:  
 

• To fulfil the role and responsibilities of a Fines Administrative Assistant at the APK Campus as well as the DFC and SWC campus, to administer all traffic fines, fuel slips, on-site diesel usage, e-toll statements, vehicle maintenance including tyres, batteries, and vehicle accident reports.

Fines Administration:

• Administer all the traffic fines of UJ vehicles, by collecting, re-issuing and posting to AARTO and accurate recordkeeping thereof.
• Constant liaison with UJ staff, Metro and AARTO to get driver information for re-issuing.
• Constant liaison with local Metro, AARTO and provincial Metro office to get updates on outstanding and new fines and completed re-issued fines to clear the fine data of the UJ and Proxy.
• Benchmarking with AARTO and training of staff on AARTO regulations.
• Driving to Metro, AARTO, DFC and local post offices to collect or deliver traffic fines and fuel reports.

Archibus System and Administration:

• Part of fine administration to obtain driver information from the Archibus System to re-issue traffic fines.
• Completion of re-issue forms by scanning copies into the Archibus fine management system.
• Uploading of maintenance and service invoices including accident reports.

Fuel Slips and on-site diesel usage Administration:

• Administer all UJ vehicle fuel slips received from Shell fuel station Melville and departments monthly.
• Checking fuel slips with fuel records by ensuring that they correspond.
• Recordkeeping and filing of fuel slips and records.
• Submission to DFC Finance.
• On-site diesel tank: to do daily weekly and monthly checks on diesel usage, diesel level checks and reporting of diesel usage versus fuel left.

E-toll statements and e-tag units:

• Ensuring proper recordkeeping, filing and administration of all e-tag statements as well as on-time cancellation or renewal of e-tag units.

Fleet Inspections, accidents, and Reports

• Weekly inspections on all Fleet and other UJ vehicles and reporting of findings.
• Control administers and completion of accident reports and liaison with line manager and UJ insurance office.

Control and oversee accounts

• Weekly and monthly reporting of traffic fines and oversee and control various accounts on external fuel and on-site diesel usage, maintenance, services, tyres, batteries on Fleet and other UJ vehicles.

Minimum requirements

• National Senior Certificate (Grade 12)
• 3 Year Diploma in Transport or Logistics Management (NQF 6)
• Five (5) years working experience in Traffic Fines Administration.
• At least five (5) years working experience as Administrative Assistant in a higher education institution or Private sector related to a Vehicle Fleet environment. 
• A valid driver’s license (Code 10) – with a valid PDP
• Fluency in English (written and spoken)
• Ability to priorities workload and to work under pressure without supervision.
• Must be willing to work after hours and weekends.
• When required, it will be expected to assist with driving clients around after hours and over weekends and UJ or Public Holidays

 
Competencies and Behavioural Attributes:

• Excellent written, verbal, listening and interpersonal communication skills.
• Knowledge of good customer service.
• Knowledge of road safety and road traffic Act.
• Knowledge of Fines management and administration
• Knowledge in fine administration and Metro / AARTO processes, rules, and regulations.
• Knowledge of electronic fine management systems and recordkeeping.
• Knowledge of various vehicle types, sizes, and handling.
• Knowledge of cross-border processes, rules, and regulations.
• Knowledge of Transport and Logistics Environment Administration
• Knowledge in Archibus or other Fleet Management System.
• Knowledge of data recording and analysis reporting
• Computer skills with Outlook, MS Word, and Excel.
• Ability to work under pressure towards a deadline.
• Working with initiative and creativity.
• Working cooperatively in a teamwork environment.
• Being reliable, responsible, and punctual.

 
Recommendations:

• Working experience in Fines management and administration.
• Working experience in Transport and Logistics Environment Administration
• Working experience in data recording and analysis reporting
• Working experience in a Vehicle Fleet environment.
• It is an advantage to have knowledge and experience in Transport and Vehicle Fleet operations, fines administration with the other tasked listed in a similar Higher Education environment or in the Private sector Transport Fleet environment.