Facility Services Assistant FAC - Permanent

Elk lsland Public Schools Central Administration building is located in Sherwood Park at 683 Wye Road. Providing services for the division Central administration is comprised of eight departments in addition to the Board of Trustees. The departments include: Education Executive Communication Services Facility Services Student Transportation Human Resources Financial Services Supports for Students and Information Technologies.

• Custodial/Contract Management Support
• Demand Maintenance/Service Requests
• Work Order Management
• Maintenance Management
• General Administrative Duties

Duties and Responsibilities

Custodial/Contract Management Support

• Conduct regular custodial cleanliness inspections of all schools ensuring compliance to district standards and service contracts
• Prepare Custodial Quality Assurance Report for each school inspection
• Monitor compliance to OH&S Guidelines and Regulations (Chemical storage labelling SDS)
• Prepare quarterly and annual cleanliness summary reports
• Generate WCB Verification Reports. Provide written notification to contractors who have a denied status and provide necessary followup to ensure compliance
• Plan organize resources schedule work with various municipal departments and maintenance contracts and ensure proper compliance documentation (WCB Insurance) i.e. snow removal contracts playground inspection contracts waste management pest control etc.
• Coordinate/approve monthly online ordering of all custodial supplies for all schools and Central Office
• Verify all receivables code invoices for payment authorization
• Maintain financial summary tracking spreadsheet for all contract services costs
• Verify and track contractor compliance documentation

Demand Maintenance/Service Requests

• Point of contact for the school administration general school contacts custodial contractors and Facility Services staff regarding maintenance needs for schools and the Central Services Administration facility
• Receive prioritize and raise work orders for incoming service requests received by direct phone call email or webbased request function
• Provide status information to requestors and expedite requests where necessary
• Communicate status of critical work requests (i.e. elevator fire/security alarms)

Work Order Management

• Determine action and priority of service requests
• Obtain review/approval to assign/dispatch facility services staff
• Create work orders in computer maintenance management software program (Azzier) and distribute to assigned staff
• Finalize print and distribute preventative maintenance work orders per schedules
• Monitor work status modify and adjust work orders as required
• Close work orders when complete including input of time and material information
• Establish and maintain preventative maintenance database in Azzier
• Update schedules as new equipment is added or maintenance frequencies change

Maintenance Management

• Liaise with elevator safety association regarding elevator/lift maintenance and safety issues
• Maintain card/key access database for access to Division facilities
• Perform necessary programming functions ensure building security including programming of doors and assigning PINS and building access codes to staff and to contractors.
• Liaise with security company to report/resolve issues

General Administrative Duties

• Provide related clerical and administrative support to the maintenance management team
• Prepare maintenance contracts when requested
• Provide backup to other positions in the Service Centre

c)Must possess a valid Alberta drivers license and produce a clean drivers abstract

Knowledge Skills and Attitudes

• Strong computer skills MS Office and other office applications. Position requires training in the AZZIER software program. Previous experience working with AZZIER software or a comparable maintenance management software program is preferable
• Knowledge of office equipment
• Ability to work under pressure during peak periods
• Selfmanaged and able to work and succeed with minimal supervision
• Independent worker; able to multi task with frequent interruptions
• Ability to establish effective working relationships with many different people
• Strong problem solving and analytical skills
• Strong communication skills written and oral
• Strong listening skills patience cultural sensitivity working on a day to day basis with individuals and contractors who have English as a second language

Decision Making

This position is expected to work independently with little supervision:

• makes decisions regarding the sequencing of tasks and work methods
• ability to exercise independent judgment to adopt or modify methods/procedures to adapt to nonstandard situations
• provide guidance assistance and/or interpretation to internal/external contacts on how to apply procedures and policies to specific situations
• ability to identify emergent situations identify appropriate responses and initiate action
• receive/share information and provide followup responses to emergent situations to all stakeholders
• Errors in judgment will result in major school dissatisfaction and potential for disruption to school operations.

C ontacts:

• Principals Assistant Principals and school contacts
• Employees in another or same department managers and trades personnel
• Other school districts
• Municipalities regarding services provided (grounds waste removal etc.
• Vendors and suppliers
• Custodial contractors/individual caretakers various maintenance contractors
• Public generally related to service complaints ie. snow removal

Purpose of Contact:

• Receive service requests direct action to the appropriate personnel and where applicable coordinate implementation
• Troubleshooting of routine problems
• Exchange of routine information
• Communicate work orders/dispatch resources
• Status of requests; expediting of requests
• Advise and interpret guidelines and processes
• Make recommendations for appropriate action for problems
• Share ideas on improving processes & increasing efficiencies

Physical Demands

Must be in good physical condition. The position requires walking for long periods and climbing stairs. Some sitting standing moving lifting and bending (or a combination of these movements) and some physical effort is required.

Applications are only accepted through online submission.

For further information contact Brent Dragon Assistant Director ator email

If you require assistance with the application system please call Apply to Education ator email