Position profile: Accommodation, Telecom and Fleet Administrator

Learn more about the position in the job posting.

  • Job Title: Accommodation, Telecom and Fleet Administrator
  • Work Unit: Corporate Services Division, Finance and Administration Branch, Corporate Administrative Services Unit
  • Ministry: Alberta Environment and Parks
  • Competition Number: 1054188

Purpose

The Corporate Administrative Services (CAS) unit is a professional team that provides strategic leadership and direction for the establishment of common Ministry administrative procedures and best practices in alignment with relevant legislation, regulations, policies, and directions. The unit's mission is to support the Ministry objective of managing its physical and information assets in a disciplined and coordinated manner that improves delivery of services to clients and stakeholders, supports effective and efficient operations, and optimizes value of investments.

The Accommodation, Telecom and Fleet Administrator provides operational and administrative services to support the effective and efficient delivery of the accommodations, telecom and fleet to the Ministry’s programs. This includes security card access, maintenance and box move work orders, landlines, wireless devices, vehicles and their respective equipment.

The position provides a huge support role to both the Ministry facility planners and the Ministry Fleet Coordinator. The administrator processes a large volume of service orders for Ministry program areas. The tracking and monitoring of these telecom and fleet assets is an essential part in ensuring the Ministry’s telecom and fleet operations are efficiently managed.

This position also maintains comprehensive records as to the status of the Ministry’s inventory of fleet and telecom devices and provides consultation to field representatives related to their respective inventories.

Reporting to the Corporate Administrative Services Manager, the Accommodations, Telecom and Fleet Administrator functions within a framework of applicable Government of Alberta legislation, regulations, directives, policies and procedures, while also responding to requests from Service Alberta representatives.

Responsibilities and Activities

Operational and corporate administrative services pertaining to accommodations, telecom and fleet to support Ministry programs are provided in accordance with Government of Alberta and Ministry processes, standards, and guidelines.

Activities:

  • Serves as a primary contact with field and program area vehicle coordinators to advise of status of new vehicles and equipment; ensures appropriate information is provided by field and program representatives once vehicles and equipment are received; and updates files accordingly.
  • Serves as a primary contact for building security card access, Minor Maintenance work orders, small staff box moves, and surplus furniture and equipment.
  • Serves as a contact within the ministry for telecom services. Works directly with program area contacts within the ministry in assisting them with their telecom requirements, as well as working directly with Service Alberta contacts and other GOA ministries.
  • Provides advice and consultation to field and program area coordinators in relation to accommodations, telecom and fleet administration processes, including use of automated vehicle and telephony systems and options regarding vehicle or device issues (e.g., lease versus buy, rental during vehicle repairs, reporting of accidents, device options, device functionality for business needs, FOIP concerns with device management, etc.).
  • Administers activities relating to the termination of vehicles and equipment, including liaising with field and program representatives to ensure Ministry-owned equipment is removed prior to vehicle termination; updates files and forwards applicable information to Service Alberta and Lease Company in accordance with procedures.
  • Liaises with Service Alberta representatives to determine and track status of new and terminated vehicles and equipment, including clarifying information and responding to requests as required.
  • Maintains electronic and paper records pertaining to the ministry telecom and fleet program, obtaining and entering data into ARI, TMS and EOS to ensure comprehensive and accurate information is available to manage the Telecom, VOIP lines, and Fleet program.
  • Assists the Fleet Coordinator with the annual order program for new and replacement vehicles and equipment by entering information into ARI and developing and maintaining spreadsheets and other records.

Financial and operational reports relating to the Ministry Telecom and Fleet program are developed, maintained, and continually enhanced to provide support for program planning, efficiency reviews, and decision-making.

Activities:

  • Uses ARI, TMS, EOS, EPS, IMAGIS, and other information sources to create reports for senior Ministry representatives to support the cost-effective and efficient management of the Telecom, VOIP lines, and Fleet.
  • Analyzes data relating to vehicle and device usage, status, costs, mileage, etc. to highlight issues, determine efficiencies, and identify potential for program improvements.
  • Provides input to development, maintenance, and ongoing enhancement of automated systems used to manage the Ministry's Telecom and Fleet.

The Fleet Coordinator, Facility Planners, Corporate Administrative Services Manager, and other senior representatives are supported in achieving the mandate and goals of the unit and section.

Activities:

  • Identifies concerns with current Telecom and Fleet operation and administration processes and procedures and collaborates with the Facility Planners and Fleet Coordinators to resolve issues.
  • Provides input to development and evaluation of processes and standard operating procedures relating to the accommodations, telecom, VOIP lines and Fleet, including the acquisition, termination, and use of devices and vehicles and equipment.
  • Provides input to the preparation of briefing materials, analyses, and responses to information requests pertaining to the accommodations, telecom, VOIP lines, and fleet.
  • Participates in teams for designated projects and initiatives.
  • Serves as surplus agent and declaring officer for designated furniture and equipment as required.

Scope

  • Administers activities related to the accommodations, telecom, VOIP lines and fleet management for the ministry.
  • Serves as a primary contact with field and program area contacts to advise on the status of their vehicles, equipment and devices; ensures appropriate information is provided to field and program representatives to support them in their business requirements.
  • Provides advice and consultation to field and program area coordinators in relation to minor work orders, telecom and fleet administration processes, including the use of appropriate automated systems.
  • Liaises with Service Alberta representatives to determine and track the status of ministry inventory of devices and vehicles, including clarifying information and responding to requests as required.
  • Maintains electronic and paper records pertaining to the Ministry telecom and fleet to ensure comprehensive and accurate information is available to manage the telecom and fleet.
  • Assists the Facility Planners and Fleet Coordinator with applicable GOA and ministry specific processes and procedures.

Knowledge, Skills and Abilities

The Accommodations, Telecom and Fleet Administrator requires a comprehensive knowledge of:

  • Ministry mandate, programs and organizational structure,
  • GOA and ministry policies, procedures and guidelines pertaining to accommodations, fleet and telecom/wireless equipment,
  • Relevant GOA and Ministry business plan goals, objectives and strategies,
  • The client, service provider and stakeholder community impacted by the accommodations, telecom and fleet to Ministry programs,
  • Relevant provisions of legislation and regulations (ex. Freedom of Information and Protection of Privacy Act);

Must have well developed and demonstrated:

  • interpersonal and communication skills to interact effectively with Ministry representatives and service providers,
  • analytical and research skills to analyze, compile, and present information; investigate unusual situations; develop and recommend viable solutions; and ensure documentation is accurate and consistent with policies and guidelines,
  • problem solving and decision making skills,
  • organizational and time management skills to prioritize multiple responsibilities, anticipate and meet deadlines, and carry out and monitor several activities concurrently,
  • project coordination skills,
  • ability to pay close attention to accuracy and detail,
  • commitment to confidentiality, tact, diplomacy, and client service; and

Must be able to:

  • provide guidance in relation to security access cards, work orders, telecom and fleet administration procedures to Ministry representatives,
  • pro-actively identify concerns, issues, and potential solutions and recommendations relating to responsibilities
  • consistently demonstrate sound judgment,
  • work independently as well as contribute within a team environment,
  • demonstrate initiative, creativity, and flexibility.

Contacts

Clients Frequency Nature and Purpose of Contact
Internal
Manager, Administrative Services Ongoing, daily Receive appropriate direction and supervision on assignments of work
     
Division senior & middle management; program staff Occasionally Incumbent will interact with most Divisions and extract information from key personnel pertaining to program for accommodations, telecom and fleet needs
     
Branch/Program staff Ongoing, daily Provide advice and direction on ministry policy, procedures and processes related to accommodation, telecom and fleet management issues.
     
External
Service Alberta Daily and ad hoc, ongoing through the year As part of the project team the incumbent will interact with Service Alberta to coordinate service orders for ministry telecom and fleet assets.
     
Vendors / Consultants On an ad hoc basis throughout the year Assisting facility planners and Fleet coordinator with Vendors/Consultants as required for various projects/exercises/studies that may be internal to the ministry or GOA.
     
Other Departments On an ad hoc basis throughout the year To coordinate and resolve ministry telecom and fleet issues. Attend cross ministry meetings when required.

Supervision Exercised

  • N/A

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit the Diversity and Inclusion Policy.