Executive Assistant/Administrative Assistant

Important messages

Please note that this process will be used to staff positions in Vancouver, BC only. As a result, if you are appointed from this process we will expect you to relocate to this location.

To apply for this process:
- You need to provide a cover letter and a resume;
- Answer screening questions online.

Tips for applicants:
- Please provide complete and thorough details of your education and experience.
- Do not assume that the screening board has any previous knowledge of your background, qualifications, or work history. You must be specific and provide concrete examples/details for each Experience element, as applications will be screened only on the information provided.
- Failure to provide sufficient information may result in your application being screened out of the process.

We will only accept on-line applications received via the jobs.gc.ca site. To submit an application on-line, please click on the button "Apply Now" below. Persons with a disability preventing them from applying on-line should contact us at 1-800-645-5605.

Your answers to the screening questions will be assessed against the resume that you submit. Any noticeable information that cannot be supported by your resume will be deemed invalid and may result in your application being screened-out from this process.

Work environment

The Department of Justice is often described as Canada's largest and most prestigious law firm. The Department makes and upholds federal laws and is the guardian of the Canadian justice system. By setting for itself the highest standards of integrity, fairness and professionalism, the Department of Justice has earned a reputation as a leader within the legal community.

No matter what your expertise, you will benefit from Justice Canada's supportive atmosphere, its emphasis on training and mentoring, and the ability to balance the personal and professional aspects of your life.

Intent of the process

A pool of qualified candidates will be established and may be used to staff similar, term and/or indeterminate positions, acting, or assignments/secondments situations with various tenures, and security levels at the Department of Justice.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A covering letter in 1,000 words (maximum)

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)

Successful completion of secondary school or PSC approved alternatives.

Degree equivalency

• *Recent and significant experience in providing administrative support.

• Experience making travel arrangements

• Experience planning and organizing meetings, conferences, workshops or other major events.

• Experience in organizing large volumes of administration documents.

• Experience scheduling/managing multiple calendars on a daily basis.

• **Recent experience using Microsoft software applications including Word, Excel and Outlook.

*Recent and significant experience is defined as the depth and breadth of experience obtained over a period of approximately two (2) years and within the last three (3) years.

**Recent experience is defined as experience within the past three years.

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

English essential

Information on language requirements

• Knowledge of Treasury Board travel policy and procedures.

• Knowledge of sections 32, 33 and 34 of the Financial Administration Act.

Communication (Written): Writes clear, concise and accurate documents that communicate appropriately to the target audience.

Communication (Oral): Verbally exchanges complex information clearly, concisely and accurately to communicate appropriately with a target audience.

Organizational Skills: Effectively organizes work and prioritizes activities. Creates and maintains a detailed file management system. Ability to provide logistical support for a variety of high level events.

Judgment: Respects the confidential nature of information and deals with appropriate authorities; identifies available alternatives, selects the best alternative and acts appropriately.

Initiative: Undertakes new work activities without specific direction and demonstrates independent action; initiates change by acting to improve an existing situation.

Adaptability: Able to tolerate ambiguity and shift priorities and modify behaviour to meet changing situations and needs.

Interpersonal Relations: Interacts with others in ways that advance the work of the organization by developing respect, mutual understanding and productive working relationships.

Thoroughness: Pays attention to detail; produces high quality work and acts appropriately to achieve positive results.

Dependability: Can be relied upon to act in a professional manner at all times and demonstrates a strong work ethic, performing duties with minimum supervision.

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

Post secondary education (completed or in progress).

Degree equivalency

• Experience working in the Federal Public Service.

• Experience working in a legal environment.
• Experience working with one or more of the following software applications: SAP/IFMS, Peoplesoft, Hogg Robinson Group (HRG).
• *Recent and significant experience working with senior management.
• Experience with Briefing Notes and/or ATIPs.
• Experience with contracting in Federal Government setting.
• Experience processing financial documents (e.g. invoices/s32s/commitments etc.).

*Recent and significant experience is defined as the depth and breadth of experience obtained over a period of approximately two (2) years and within the last three (3) years.

ORGANIZATIONAL NEEDS:
The Department of Justice is committed to maintaining a representative workforce reflective of Canadian society. In support of achieving a diversified workforce and our employment equity goals, qualified candidates who self-declare in a staffing process as members of Aboriginal peoples, persons with disabilities, visible minorities and/or women may be selected for appointment to fulfill organizational needs.

OPERATIONAL REQUIREMENTS
Ability and willingness to work overtime when required on short notice.

Conditions of employment

Reliability or Secret security clearance (depending on the position or as required).

Other information

A test may be administered.

An interview may be administered.

Reference checks may be sought.

Proof of education must be submitted at the interview. Failure to do so may result in you not being considered further in the selection process.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

Candidates must meet the essential qualifications to be appointed to a position. Candidates may be required to meet the other qualifications (may be needed for the job) or the organizational needs, depending on the requirements of the specific position being staffed.

Selection decision may be based on the level, breadth or degree of qualifications.

A random and/or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Successful candidate(s) must meet and maintain the Conditions of Employment throughout their employment.

Candidates from outside the federal public service may be required to pay for their own travel and relocation expenses.

The Department of Justice encourages persons with priority entitlements to self-refer to our selection processes in circumstances where they believe that they meet the essential qualifications of the advertised position.

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.