Administrative Officer

Update: Please take note that the closing date for this selection process has been extended until November 9th, 2017.

Duties

Assess, prioritize and respond to inquiries and questions transmitted to the Director's office; choose and adopt the actions to be taken while ensuring the necessary follow-up.

Advise, recommend and, where appropriate, take appropriate action on problematic issues.

Conduct and review monthly, quarterly and ad hoc financial summaries and variance reports; consolidate and reconcile financial information; conduct financial analyzes and submit solutions to the Director.

Develop and maintain administrative procedures and practices; recommend changes to improve the efficiency and effectiveness of services.

Coordinate and conduct human resources transactions.

Initiate and track procurement, facility, acquisitions, materiel management, telecommunications, contracting and other services.

Keep the Director's agenda up to date; bring meetings and appointments to his/her schedule. Organize meetings, teleconferences and special events; deal with logistics, prepare related documentation, draft schedules and minutes of meetings.

Work environment

DFO and CCG employees play a significant role in the lives of Canadians. We help keep Canada’s waterways safe and secure, work towards healthy and sustainable fisheries, and help protect aquatic ecosystems. We also save lives. For these reasons and many more, Canadians have a strong sense of pride in the work of our Department, and this pride resonates across the country.

Intent of the process

Our current needs are:
1 full-time permanent Administrative Officer position in Gaspé (Québec).
1 full-time permanent Administrative Officer position in Cap-aux-Meules (Québec).

As a result of this process, a pool of qualified candidates will be created to fill various administrative positions on a temporary or permanent basis, on a full-time or part-time basis within the Department of Fisheries and Oceans Canada, including the Canadian Coast Guard, in Cap-aux-Meules (Quebec), Gaspé (Quebec), Mont-Joli (Quebec) and Sept-Îles (Quebec).

Positions to be filled: 2

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

EDUCATION
A secondary school diploma.

Degree equivalency

EXPERIENCE
1. Experience in the provision of administrative support services*.
2. Experience in the use of word processing, spreadsheet and e-mail software.

*While not exhaustive, the provision of administrative support services could include: electronic calendar management for others, processing of travel requests, financial processing (invoice, purchase orders, etc.), processing of correspondence, preparation of minutes, preparation of financial status reports, coordination of administrative activities, logistical organization of conferences or videoconferences, preparation of contextual documents for meetings, etc.

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
French essential
Bilingual imperative (BBB/BBB, BAB/BAB, etc.)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

ABILITIES
1. Ability to coordinate administrative activities.
2. Ability to make follow-ups.
3. Ability to gather information to facilitate decision-making.
4. Ability to communicate effectively orally.
5. Ability to communicate effectively in writing.

PERSONAL SUITABILITY
1. Effective interpersonal relationships
2. Judgment
3. Dependability
4. Initiative
5. Service Orientation

The following may be applied / assessed at a later date (may be needed for the job)

ASSETS
Please note that the qualifications listed as assets will be evaluated subsequently through a questionnaire sent to the candidates.

STUDIES
A Post-Secondary school diploma relevant to this position.

Degree equivalency

EXPERIENCES
1. Experience to draft minutes of meeting and action monitoring.
2. Experience in developing activity schedules, travel arrangements and logistics.
3. Experience in writing, reviewing and correcting regular correspondence.
4. Experience in supervising staff.
5. Experience in the procurement of goods and service.
6. Experience in administrative support related to human resources.
7. Experience in administrative support related to finance.
8. Experience providing administrative support services to senior management.

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

OPPERATIONAL REQUIREMENT
Willingness to work overtime (as required).
Willingness to travel (as required).

Conditions of employment

Reliability Status security clearance - or Secret security will be required.

OTHER CONDITION OF EMPLOYEMENT
Own a valid driver's licence (as required).

Other information

ALL JOB APPLICATIONS MUST BE SUBMITTED USING THE WEBSITE www.canada.ca/government-jobs. NO APPLICATION WILL BE ACCEPTED BY EMAIL.

Candidates from outside the federal Public Service may be required to pay for their own travel expenses for assessment.

If applicable, you will have to provide proof of your original education credentials when requested.

Our intention is to communicate with candidates through emails and/or through the www.canada.ca/government-jobs applicant account. Candidates participating in this selection process must include in their application a valid email address and make sure that this address is functional at all times and that their system accepts messages from unknown users (some email systems block the receipt of these types of email).

Persons are entitled to participate in the selection process in the official language(s) of their choice.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.