Facilities Assistant

Role Responsibilities

This position independently coordinates the provision of administrative functions for the assigned facilities, including office, financial and human resource administrative services. The Facilities Assistant prepares and administers a budget plan by providing monitoring and forecasting services, preparing contracts and monitoring contract terms and financial documents, preparing reports, and maintaining records. In addition, this position provides office management services for the assigned facilities and TPM contract, including human resource administration for staff. 

In addition to drafting correspondence and administering service and maintenance contracts, the Facilities Assistant liaises with clients / tenants and staff, contractors to coordinate client services in relation to operational, TPM contractors, and tenant requirements and associated concerns. Reporting to the Facilities Manager, this position functions within applicable legislation, legislation business plans, policies, guidelines, and standards.

The primary responsibilities for the Facilities Assistant include but are not limited to:

• Providing client service, by responding directly or delegating to the appropriate trade or authority
• Reviewing and routing all incoming correspondence including Action Requests, research and provide background information to the appropriate authority.
• Rolls up budget submissions, consolidating and reviewing monthly budget expenditure reports submitted by Facilities Coordinator, if required
• Preparing and administering an automated budget plan for the area in consultation with the Facilities Manager which includes adjusting budget allocations as changes occur, identifying account code surpluses or deficits as they occur and adjusting the year-end forecast accordingly.
• Uploading TPM data to the shared drive.
• Compiling tender documents for service and maintenance contracts ensuring accuracy and compliance
• Monitoring contracts for current documentation e.g., insurance, WCB documents, security clearances
• Developing, implementing, and maintaining appropriate administrative and financial systems and processes

Please click on this link to view the job description for this position.
 

Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Systems Thinking: you will take holistic long-term view of challenges and opportunities and work with others to identify areas for collaboration
• Drive for Results: you will hold yourself and others responsible for results as well as aim to exceed expectations
• Agility: you will make decisions and take action in uncertain situations to create a backup plan and identify alternative approaches as well as support others to do the same
• Develop Networks: you will deal with issues that require input form a wide range of internal and external stakeholders
• Build Collaborative Environments:  you will be working towards a common goal and will need to access to the distributed expertise available inside and outside the organization
   

Qualifications

Required: 

• High school diploma and three years related experience

Equivalency: Directly related education or experience considered on the basis of:

• 1 year of education for 1 year of experience; or 
• 1 year of experience for 1 year of education

Comprehensive knowledge of:

• Government business plans, goals, strategies, and priorities as they relate to the Ministry mandate
• Contract law and contract administration principles and processes
• Business productivity tools and relevant information technology and network applications (e.g., Microsoft Office – Word and Excel, FBIS, CMS, BLIMS, EPS, internet)

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.  Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards
 

Notes

Hours of work: 7.25 hours daily, 36.25 hours per week 
Location: Red Deer/Edmonton, Alberta 
Term of employment: Full time, Permanent 

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 
 

Links and information on what the GoA have to offer to prospective employees.
 

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) - https://www.pspp.ca
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement
• Leadership and mentorship programs.