Role Responsibilities

We are currently looking for a dedicated Facilities Assistant to join the Ministry of Infrastructure’s Properties Division.  If you are looking for a challenging yet exciting opportunity, look no further and apply!

Reporting to the Facilities Manager under the Properties Division, the Facilities Assistant functions within applicable legislation, business plans, policies, guidelines, and standards. The position independently coordinates the provision of administrative functions for the assigned facilities, including office, financial, and human resource administration services. 

Key responsibilities include:

•    Preparing and administering budget plan by providing monitoring and forecasting services, preparing contracts, and monitoring contract terms and financial documents, preparing reports, and maintaining records.
•    Providing office management services for the assigned facility, including human resource administration for approximately six in-house staff members.
•    Provide office management services such as administration of the monthly TPM meetings, agenda preparation, and the production of minutes.
•    Drafting correspondence and administering service and maintenance contracts.
•    Liaising with high profile building clients / tenants, in-house staff, and contractors to coordinate client services in relation to operational and tenant requirements and associated concerns

Knowledge and Experience of:

•    Government business plans, goals, strategies, and priorities as they relate to the Ministry mandate.
•    Ministry business plans, organizational structures, reporting relationships, and programs as they relate to work area.
•    Property Management branch programs and priorities and linkages to other areas of the Ministry and government.
•    Accounting and budgeting principles and processes.
•    Contract law and contract administration principles and processes.
•    Applicable Ministry and government administration policies, guidelines, systems, and processes (e.g., budgeting and forecasting; action requests; accounts payable; procurement; human resource administration; records management) 
•    Operation of office equipment and ability to troubleshoot associated problems.
•    Relevant legislation and regulations (e.g., Freedom of Information and Protection of Privacy Act)
•    Business productivity tools and relevant information technology and network applications (e.g., Microsoft Office Outlook, Word, and Excel)
•    Strong budget and Forecasting processes

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

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

•    Agility – you understand the need for change and use common sense and past experiences to approach ambiguous problems 

•    Build Collaborative Environments – you work in an open, honest manner with colleagues and create sharing opportunities 

•    Drive for Results – you work to exceed goals and partner with others to achieve objectives

•    Creative Problem Solving – you are open to new ideas and break problems down to identify solutions

Qualifications

Required: 

•    High school diploma, with three years of related experience; or equivalent as described below. 

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:

•    Strong verbal and communication skills.
•    Strong interpersonal skills to build relationships and respond appropriately to enquiries.
•    Strong organisational and time management skills, including ability to multi-task, prioritize multiple and competing activities, and respond to emergent issues with minimal direction.
•    Strong decision making and problem-solving skills commitment to confidentiality, tact, and diplomacy.
•    Familiarity with real estate and leasing is good to have.
•    Advanced Excel Use and Knowledge

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

Additional Position Details:

•    Hours of Work: 7.25 hours per day / 36.25 hours per week
•    Term of Employment: Full-Time, Permanent
•    Location: Calgary, Alberta

Recruitment Process:

•    Final candidates will be required to undergo a security screening.
•    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 a modified work schedule agreement
•    Leadership and mentorship programs