Project Assistant

Role Responsibilities

As a member of the project management team for the assigned area, the Project Assistant provides complex administrative services essential to the effective and efficient management of the area project portfolio. This position provides administrative support, including contract and financial administration services, for all phases of project management essential to project delivery.

The Project Assistant works closely with the project management team and liaises with contractors, consultants, Ministry representatives, and other project stakeholders when providing project, contract, and financial administration services, resolving associated issues, and responding to enquiries. This position also assists the Project Manager with the financial reports for projects for monitoring, forecasting and analyzing expenditures and identifying financial issues associated with delivery of projects and management of the project portfolio.

Reporting to the Senior Project Manager, the Project Assistant functions within applicable legislation, business plans, policies, guidelines, and standards. for the Project Assistant include, but are not limited to:

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

•    Initiating and coordinating processes to ensure timely execution of correspondence critical to the management of projects (e.g., letters of award, invitations, security clearances for contractors I consultants I subcontractors, interim and final acceptances, total completions, unsuccessful bid letters associated with field tenders, Contract Approval Summaries, Contract Award Recommendations for approval).
•    Requesting Project IDs from Property Management Corporate Services (PMCS) for tracking project costs in the Contract Management System (CMS), Building and Land Information Management Systems (BLIMS), and Recommended Action Plan (RAP) project planning program.
•    Reviewing and interpreting contract documents to verify validity of invoices and ensuring adherence of contractors and consultants to relevant terms and conditions referenced in consultant agreements or specifications and award letters of contracts
•    Developing, updating and administering spreadsheets for multi-year projects, including identifying TPC and costs applicable to current year forecasts.
•    Verifying accuracy of all contract information in CMS prior to submitting to Finance for approval and ensuring accurate reconciliation and reporting.
•    Closing out contracts after completion of consultant services and construction warranty expiration.

The successful candidate will have well developed and demonstrated:

•    Interpersonal and consultation skills
•    Excellent verbal and written communication skills
•    Strong analytical and problem-solving skills
•    Organizational and time management skills to prioritize and complete multiple activities, often with tight time pressures
•    Record management skills

The Job Description is provided for Further details on this position. 

APS 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.

Qualifications

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.

Required: 

• High school diploma
• PLUS Three (3) years of administrative /financial related experience

Equivalency: Related experience or education (e.g. related diploma) may be considered as an equivalency on a one for one basis

Assets:

•    Completion of accounting and/or business administration courses
•    Knowledge of automated information and business productivity systems used to carry out responsibilities (e.g. Microsoft Office, CMS. BLIMS/RAP, ICAPS and IMAGIS.

Notes

This position is a Permanent, full-time  role with the standard weekly work hours of 36.25, Monday to Friday (8:15 am – 4:30 pm).

Location: Edmonton, Alberta 

Applicants are advised to provide a cover letter and resume summarizing information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.   

•    Final candidates will be required to undergo a criminal records check (CRC)

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 we have to offer:
•    Working for the Alberta Public Service 
•    Public Service Pension Plan (PSPP)  OR Management Employee Pension Plan (MEPP) 
•    Alberta Public Service Benefit Information 
•    Professional learning and development
•    Research Alberta Public Service Careers tool 
•    Positive workplace culture and work-life balance.