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Facilities Assistant

3 months ago

Red Deer, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 59607
Ministry: Infrastructure
Location: Red Deer
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: June 27, 2024
Classification: Administrative Support 5

**Salary**: $1,913.27 - $2,342.49 bi-weekly ($49,936 - $61,138/year)

Alberta Infrastructure designs, builds, manages, and maintains government-owned and operated facilities, and collaborates with other ministries to ensure that schools, hospitals, and government facilities infrastructure meet the needs of Alberta’s population. The Ministry also provides accommodation services and manages a large portfolio of owned and leased facilities while maintaining fiscal accountability and optimizing value for Albertans.

**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- 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 mínimal 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.

**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

**Notes**:
**Hours of work**: 7.25 hours daily / 36.25 hours per week

**Location**:Red Deer, AB

What the GoA has to offer to prospective employees:

- Working for the Alberta Public Service
- Public Service Pension Plan (PSPP)
- Management Employees 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
- 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

**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.
- **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