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Jobs at Sheltering Arms Children and Family Services, Inc.

Asset Management Assistant

Location: New York, NY

Department: Administration

Type: Part Time

Min. Experience: Entry Level

Reporting to the Purchasing Manager, directly conduct and assist with a wide variety of asset management responsibilities, including but not limited to asset collection, verification and tracking, fleet (vehicle/driver) management and building access control systems

Essential Functions

As a member of the larger Facilities Planning & Management Department, it’s expected that the Asset Management Assistant exhibits excellent customer service and a high level of detail orientation when liaising with other members of the Facilities Planning & Management Department and especially with staff in other Sheltering Arms’ programmatic departments.  Additional responsibilities may arise to support the purchasing and/or facilities department as needed. Primary job functions fall into one of 4 primary categories. 

Asset Collection, Verification and Tracking.

  • Cataloging and tracking facility assets such as furniture and equipment, etc
  • Tracking warranty on all assets (with/without)
  • Prepare audit reports of requested inventories by multiple Government Agencies
  • Site visits periodically for asset audits and condition reports

Fleet Management

  • Quarterly Spot-checks & physical status checks of fleet.
  • Order, track & return DOT Placards, E-Z Pass and Wex Gas Cards.
  • Track Insurance & Registration validity and keep updated.
  • Ensure NYS Emissions Inspections are completed within time allowed.
  • Coordinate vehicle plate issue and returns.
  • New vehicle assignments and swaps. Track lease terms & prepare new lease assignments & swaps.
  • Track Collision and accidents for entire fleet. Log into facility software, report to insurance & all Sheltering Arms’ departments as required. Assist with & schedule after accident repairs while working with adjuster.
  • Monitor Repairs and Maintenance done to the entire fleet. Work with repair shop to ensure all repairs are pre-approved.

Driver Management

  • Initiation - HR process and Direct to Fleet
  • Monitoring - Daily checks of DMV LENS system to flag any drivers who no longer have a Valid license; help track Driver Training compliance and produce reports for those staff who have not met requirements
  • Drops - Removing terminated staff from LENS, Orion, Wex database to ensure our Authorized Driver lists remain current and we aren't tracking license events for staff no longer with us
  • Quarterly Meetings with Program/Site Directors to review Driver List, Driving Fobs reconciliation, Training Compliance

Building Access Control Systems:

  • Issue, monitor and track key fob/card issuance for residential, office and early childhood sites 
  • Ensure terminated staff credentials are updated upon separation with Sheltering Arms


  • High School graduate with at least two years Office, Asset Management or similar experience. 
  • Basic understanding of facilities management and some asset management or inventory experience
  • Attention to detail
  • Ability to be a team player, flexibility
  • Vision is required to read printed materials, computer screen and distinguish between colors; operate keyboard driven equipment and computer.
  • Ability to drive a motor vehicle and maintain a valid driver's license is preferred, though not required; must be available to work scheduled off-hours and emergency overtime, as required; and must be able to work in all weather conditions.
  • Ensures compliance with legal, regulatory, audit, safety, and environmental issues


It is the policy of Sheltering Arms Children and Family Service that the Agency wholly complies with the equal treatment of all employees and applicants for employment without unlawful discrimination as to an individual’s perceived or actual race, creed, color, national origin, alienate, citizenship status, gender, gender identity, age, disability, marital status, partnership status, sexual orientation, ethnicity, religion, or veteran status in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, layoff and termination and all other terms and conditions of employment.

Physical Requirements

Must have the ability to complete all standard administrative and support tasks including but not limited to climbing up and down stairs, operation of computers/phones/fax/printer/copy machine, and the ability to lift boxes, furniture, and equipment up to 30lbs. Must be able to travel from the various locations and sites of Sheltering Arms.


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