Job ID: 5689
Job Category: Operations & Maintenance
Division & Section: Fleet Services, Fleet Svcs Business Management
Work Location: Eastern Yard, 843 Eastern Avenue
Job Type & Duration: Full-time, Permanent Vacancy
Salary: $149,331.00 - $175,466.20, Please note: The salary reflects 2019 rates
Shift Information: Monday to Friday, 35 Hours Per Week
Affiliation: Non-Union Management
Number of Positions Open: 1
Posting Period: 08-Apr-2020 to 22-Apr-2020
The City of Toronto's Fleet Services Division (FSD) provides a full range of fleet management services for City Divisions and Agencies. We direct the management of the City’s fleet including the acquisition, maintenance and disposal of assets; along with the City’s industry leading Green Fleet Plan and fuel management infrastructure. The City of Toronto has the largest municipal fleet in Canada and one of the most complex Fleets in North America.
Reporting to the General Manager, the Director Fleet Business Management will provide strategic leadership and business oversight of processes, policies and procedures for the division’s quality assurance, risk management, IT initiatives, fleet safety, training and compliance, financial, budgeting, accounts payable/contract compliance and reporting strategies. The Director leads the journey for continuous improvement, innovation and efficiencies in formulating and implementing business plans, policies, guidelines, standards, processes, procedures and compliance oversight to ensure all program areas are aligned with the divisional strategic objectives.
We are looking for a hands on leader, one who is willing to roll up their sleeves to ensure progress is achieved while adapting an approach that fosters commitment and engagement from staff, clients, and colleagues. With an eye to best practices, an individual who stays abreast of industry innovations and is experienced with driving change, is our ideal candidate.
Develops, designs and implements functional policies and programs that make major positive changes in overall business performance, based on long-term needs. Jointly responsible for the continuous improvement of divisional performance through analysis, development and implementation of sound management practices and procedures.
Directs, through subordinate management staff, all activities of the section, delegating management responsibility.
Leads and motivates a diverse workforce, ensures effective teamwork, provides resolution to controversial labour relations issues, ensures high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Develops, recommends and administers the annual budget for the section, and ensures that the section’s expenditures are controlled and maintained within approved budget limitations.
Serves as a member of the senior management team and contributes to the strategic direction of the City's Fleet, with a particular focus on financial controls, systems and process including accounts payable and receivable, technology development and implementation and change management, while leading constant innovation in the aforementioned areas.
Provides program and corporate fleet management staff with direction and guidance, processes and tools to increase efficiencies and improve effectiveness of the services provided by the division.
Leads the development and administration of the Fleet Services current and multi-year operating and capital budgets, including charges, recoveries and forecasts for clients factoring in fleet lifecycle, operating impacts of capital, inflationary and industry factors and overhead costs for fleet programs.
Directs the coordination of financial reporting, variance projections, year-end closing, audits and audit reviews; provides advice consultation and strategic direction on key financial matters.
Leads the development and management of all fleet information, including the Fleet Management Information System and City ERP system integration, data collection and validation processes incorporating Vehicle Maintenance Reporting Standards taxonomy, while ensuring that financial integrity and corporate information technology practices are maintained.
Directs the development and response of all reporting, audits, audit compliance, maintenance and continuous controls for the division.
Monitors the effectiveness of policies and procedures used to manage contracts throughout the organization as it pertains to the division, including assessing the efficiency and effectiveness of contract standards, and documenting issues and corrective action, as required.
Directs divisional quality assurance and risk management activities based on probability and severity by section and functional area to ensure compliance with City policies, audit standards and applicable legislation.
Develops and manages fleet governance and controls including but not limited to, policies and procedures, document management and contract management processes, risk management and business continuity plans.
Makes recommendations on confidential financial, contract and program decisions to the General Manager and the Deputy City Manager.
Provides leadership by representing, advocating, intervening or acting as one point of contact, as required, on divisional initiatives and programs’ with respect to Financial Planning, Accounting Services, and PMMD on financial and accounting initiatives, issues, policies, and changes.
Provides leadership, consultation, advice and innovative solutions for financial, IT initiatives, and contract management, including strategies for meeting divisional objectives as well as operating and capital budget targets. Ensures comprehensive fleet management practices through the introduction of programs, Quality Management Systems and business processes focused on achieving objectives to meet quality management system requirements such as ISO:9001 and ISO:14001.
Negotiates the acquisition of software, technology products and services from external suppliers, ensuring compliance with corporate standards, and in cooperation with Technology Services and related procurement policies, and monitors contract performance.
Directs the development, integration and administration of advanced technologies, systems and application program interfaces to enhance fleet management, including fleet business processes, customer service, vehicle safety monitoring and performance to support risk identification, mitigation and cost reduction.
Leads the delivery of the division's business applications, ensuring that these are developed/implemented, based on a set of published functional specifications and/or industry standards and ensures that applications are developed/implemented in a manner consistent with recognized best practices of the software industry for fleet, financial, safety and business management.
Supports the development and management of new project-based initiatives and ongoing maintenance and support of applications.
Leads the development and integration of fleet compliance, training and education methodologies and proactive behaviour-based safety programs for over 11,000 staff through the continued design and development of curriculums, instructional and theoretical concepts to improve understanding and retention and to identify, educate and mitigate risk for City staff and public.
Ensures the City's fleet remains in compliance with all applicable legislation and regulations and that the fleet's Commercial Vehicle Operator Registration safety rating measured by the Ministry of Transportation remains, at a minimum, satisfactory.
Ensures all aspects of the City’s Fleet Safety and Compliance section are maintained in good standing through the development and implementation of controls and measures, the management of external contracts, the development and delivery of effective education programs and the monitoring and compliance management of the City's vehicle and equipment operators.
Directs the management of the division's staff complement including vacancies, gapping, position changes, hiring, payroll and all related financial, people, equity and inclusivity considerations.
Sets multi-year work plans with annual Results Based Accountability benchmarks for staff, integrating Mayor/Council priorities and City strategic directions.
Leads the development and administration of all corporate fleet performance and financial liability measures and practices, including: KPI's, scorecards, audit and compliance targets and procedures, as well as all reporting for FPARS, Municipal Benchmarking Network, purchase order, invoice payment, contract compliance and vendor compliance, discounts, incentives and disincentives.
Provides Council, staff, public, stakeholders and unions with advice and direction with regards to fleet management, current status, future strategies and to address and resolve questions, demands and challenges.
Directs the analysis and management for the in-house provision of services and the strategic analysis, execution and management of outsourced or contracted services and vendors.
Controls the city-wide corporate cost of fleet through the development and management of harmonized practices, standards, streamlined processes and the implementation of data centric methodologies and information systems.
Works collaboratively and in conjunction with the Corporate Employee and Labour Relations team when providing advice on collective agreements and in administering Collective Agreement matters. Provides guidance and advice regarding Corporate and divisional policies and procedures, and legislative regulations to all levels of staff and ensures consistent and timely implementation and adherence throughout the division.
Develops and maintains Fleet Service Level Agreements with all fleet clients.
Post-secondary education in a professional discipline pertinent to the job function combined with extensive management experience in a large, complex and comparable operations environment.
Extensive experience leading and creating high-performing teams, including coaching, mentoring and developing union and non-union employees and managing labour relations.
Experience as an operations lead with implementing/maintaining business information technologies, system integrations and upgrades.
Considerable experience conducting quality assurance and performance reviews, including the use of Key Performance Indicators, cost recovery models, etc.
Proven interpersonal, relationship building and leadership skills with an ability to lead and obtain buy in for change initiatives.
Advanced ability to build, develop and deliver a strong, consistent level of customer service which emphasizes high operational standards and service delivery.
Experience in contract development and process management, including accounts payable and the implementation of leading-edge processes such as robotics processing and block chain.
Considerable financial, budget and operational planning experience.
Considerable experience implementing business concepts and fundamentals, leading change management and developing and implementing processes and management tools.
Highly developed sense of discretion, judgment and political acumen to deal with sensitive and confidential matters.
Well-developed planning, organizational, analytical and conflict resolution skills.
Advanced strategic thinking skills coupled with the ability to inspire and engage others.
Advanced verbal and written communication skills, with demonstrated ability in dealing effectively with diverse stakeholders and staff at all levels of the organization.
A valid Ontario Class "G" Driver's License with the ability to obtain a City Driver's Permit.
Ability to maintain thorough, current knowledge of all relevant government legislation, regulations and changes, including financial controls and occupational health and safety.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request.