Asset Management Assistant

3 weeks ago

ChathamKent, Canada Chatham-Kent Full time

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
- 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
- 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 vaccin

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