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, 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 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
• 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.
   

The successful candidate will have:
 

• Strong verbal and written communication skills 
• Organizational and time management skills, including ability to multi-task, prioritize multiple and competing activities, and respond to emergent issues with minimal direction
• Excellent interpersonal skills to build relationships and respond appropriately to enquiries 
• Strong decision making and problem-solving skills with a commitment to confidentiality, tact, and diplomacy.

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

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

Assets:  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
• Comprehensive knowledge of business productivity tools and relevant information technology and network applications (e.g., Microsoft Office – Word and Excel, FBIS, CMS, BLIMS, EPS, internet).

Notes

Hours of work: 7.25 hours daily / 36.25 hours per week 
Term of Employment: Temporary, Full time 
Location: Red Deer, AB
 

What the GoA has 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.