Asset Management Assistant

at  ChathamKent

The Municipality of Chatham-Kent has an opening for a temporary full-time Asset Management Assistant in the Parks, Fleet and Facilities division. This temporary full-time opportunity is for a period up to November 2025.

JOB DESCRIPTION

The Asset Management Assistant, Facilities, will prioritize, perform, and oversee a number of administrative tasks to achieve outcomes required by the Manager, as well as provide project support for managers/supervisors and/or staff members.

ESSENTIAL QUALIFICATIONS

• College certificate or diploma preferably in an office administration, business administration, accounting and/or a related program, plus to four (4) years to six (6) years of related administrative experience
• Experience working in an office setting preferably in a municipal or other government related environment supporting management positions
• Experience ordering and purchasing of supplies of the functional area
• Experience preparing reports
• Recruitment experience, including contacting candidates, completing interview forms, completing interview packages
• Experience arranging meetings, including facilities, agendas, recording and transcribing minutes
• Understanding of statistical reporting and tracking capabilities and database management including tracking vacation time, lieu time, sick time, overtime, in an HRIS program
• Demonstrated competency in customer service, including dealing effectively with difficult and irate customers
• Understanding and experience with recruitment process requirements
• File management experience physical and digital, preferably with TOMRMS system
• Awareness of project management strategies
• Experience with budget process, preferably municipal budget process
• Knowledge of D365-CRM (or similar program)
• Experience creating and depositing bank deposits, performing accounting functions such as coding, processing invoices, cheque requisitions, variance reports, preparing ledger journal entries, interdepartmental transfers, and tracking revenue and expenditures
• Experience using effective project management strategies
• Proficient verbal and written communication skills
• Strong computer skills in XplorRecreation POS, Microsoft Word, Excel, PowerPoint, Outlook, One Note, JDEdwards, ScanMan and Questica (or similar software programs)

DRIVER’S LICENCE/VEHICLE REQUIREMENTS

Because of the responsibilities, this position requires the successful candidate to have a valid class G Ontario driver’s licence; a driver’s abstract will be conducted by the Municipality of Chatham-Kent. An acceptable driver’s abstract will: be an original document and current (within the previous thirty (30) days); have no more than four (4) demerit points; have no more than two (2) convictions for the same offence; have no criminal code convictions; have no ‘non-medical or administrative’ license suspension in the preceding three (3) years; because this position may be required to drive their own vehicle, a reliable vehicle is also required.

BACKGROUND CHECK REQUIREMENTS

Successful candidates will be required to complete a background check prior to commencement of employment. A background check may include the following: Police Criminal Record Check, education/certification verification, and employment reference check.

ESSENTIAL PHYSICAL AND/OR SAFETY REQUIREMENTS

• Sitting: constant sitting in chair (computer duties, paper work, telephone, etc.; some positions may be required to travel to different sites)
• Hands: constant fine finger dexterity (movement), mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.; stapling)
• Bending: occasional crouching squatting to conduct administrative duties
• Walking: occasional walking on level surface
• Lifting: frequent carrying (2.03 to 9.09 kgs or 5 to 20 lbs) (lifting boxes, equipment, plans; books, binders, files, laptop)
• Standing: occasional standing inside, outside

• Demonstrate Chatham-Kent’s core values and competencies
• Provide administrative assistance to management
• Coordinate ordering and purchasing of supplies for functional area
• Manage databases and provide user training for facility bookings
• Create/author and/or edit correspondence, e-mails, policies and faxes on behalf of the Manager/Supervisor; review e-mail messages sent to the Manager/Supervisor and when appropriate, respond or assign to the appropriate individual; proof read all functional area reports to Council boards, commissions, committees and/or EMT, suggest changes where necessary, and maintain a record of these reports
• Assist in the preparation and monitoring of the functional area’s annual budget and quarterly variance reports
• Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to the Manager’s priorities; provide information and refer visitors to appropriate individuals
• Assist in the preparation and monitoring of the functional area’s annual budget and quarterly variance reports
• Oversee all requests for service issues for the functional area; manage any D365-CRM cases assigned to the business unit
• Organize and track income, expenditures, and refunds and perform accounting functions including processing purchase orders, invoices, and payments
• Provide assistance to the Manager in the operational and capital maintenance areas for the department’s building portfolio
• Assist and prepare documents for Rosters, Request for Proposal, quotes, and tender processes
• Assist with maintenance contract management, tracking system and inventory records
• Arrange meetings, agendas, recording, and transcribing minutes
• Assist with recruitment including preparation and submission of VPR’s; maintain job registry matrices
• Assemble and mail monthly tenant rent review packages; prepare notices and track tenant insurance certificates
• Provide support for budget variance reporting and annual budget process
• Participate in special projects as assigned by the Manager/Supervisor
• Works in accordance with the provisions of applicable Health and Safety legislation and all corporate and departmental policies and procedures related to Occupational Health and Safety
• Participate, as required, on internal committees focused on various initiatives
• Perform other administrative duties as required