Facilities Assistant

2 weeks ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 59580
Ministry: Infrastructure
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Temporary - 18 Months
Scope: Open Competition
Closing Date: June 24, 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**:
Reporting to the Facilities Manager, this position is responsible for independently managing all aspects of the administrative functions including General Office, Financial and Human Resource related services.

This primarily relates to preparing and administering a budget plan through monthly cost accounting and forecasting; preparing contracts and monitoring contract terms and financial documents; preparing reports; maintaining records and providing office management including Human resources related administration for about 34 in-house staff members; drafting correspondence; and administrating of service and maintenance contracts. Also responsible for liaising with high profile building clients/tenants, in-house staff, and contractors, in order to coordinate client services.

**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 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
- Strong administrative, communication, organizational, interpersonal, and multi-tasking skills
- Strong knowledge of accounting principles and budgetary processes, contract law and administration

**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**:

- Extensive understanding of the department budgeting and forecasting process
- Knowledge of procurement principles
- Working knowledge of departmental software: IMAGIS, FBIS, CMS, BLIMS, 1GX, EPS

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

**Location**: Edmonton, 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

**How To Apply**
Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

**Closing Statement**
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

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