Asset Management Assistant

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.