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Asset Management Assistant

Asset Management Assistant

Municipality of Chatham-KentChatham-Kent, ON, CA
30+ days ago
Salary
CA$29,028.00–CA$32,878.00 yearly
Job description

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 responsibilities

  • 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

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)

    • Work environment / hours of work

  • This position works indoors
  • This position works weekday hours

    • Working Remotely

    This position has been approved for remote working, at the discretion of the supervisor based on the Working Remotely Policy.

    This position may be required to attend on-site meetings in order to complete essential responsibilities of the role. As per the Working Remotely Policy, employees scheduled to work remotely on a certain day may occasionally be called to a municipal onsite work location on short notice. Employees must remain flexible to accommodate municipal requirements and be prepared to be called in on short notice.

    COVID-19 Vaccination

    The Municipality of Chatham-Kent no longer requires a COVID-19 vaccination as a condition of employment. Although it is not mandatory to be vaccinated, it is highly encouraged.

    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

    • Benefits

    This temporary full-time position has an hourly wage of $29.028 to $32.878 and will receive 15% in lieu of benefits (which includes group benefits, statutory & non-statutory holidays, and non-enrolment in OMERS) and 4% vacation pay. Where a permanent employee is receiving benefits and is the successful candidate for a temporary vacancy, benefits will remain as per the policy manual.