Project Assistant

Government of Alberta•Edmonton, AB

21d•CA$57,215 - CA$72,395•Onsite

About The Position

The Alberta Public Service works to build a stronger province for current and future generations. We make a difference in the lives of Albertans through rewarding and diverse career opportunities. Alberta Infrastructure is responsible for delivering about one quarter of the Alberta government’s Capital Plan, which addresses the provincial infrastructure needs of Alberta’s population that support key social programs and services and economic development. The Ministry designs, builds, manages, and maintains government-owned and operated facilities, and collaborates with other ministries to ensure that school and hospital infrastructure meet the needs of Alberta’s population. Infrastructure also provides accommodation services and manages a large portfolio of owned and leased facilities while maintaining fiscal accountability and optimizing value for Albertans. 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.

Requirements

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

Nice To Haves

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.

Responsibilities

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.