Administrative Assistant - General Services

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request special accommodation. All information received in relation to accommodation will be kept confidential.

Information on accommodation for persons with disabilities

Work environment

The Canadian Grain Commission (CGC) is seeking administrative professionals to join our dynamic team! Are you looking for a work environment where your knowledge, ideas and professional opinions are valued? Do you want to be a part of a collaborative, supportive team? Apply!

The CGC is a federal department responsible to ensure the integrity and marketability of grain for the domestic and international grain trade, from producer to global customer.

The CGC is a significant part of Canada’s dynamic and diverse agricultural sector. We regulate grain handling in Canada, set grain standards and conduct research on grain. At the CGC, we strive to live our values of excellence, integrity, respect and accountability.

Intent of the process

This process will be used to appoint 1 term position in Vancouver, BC and 1 term position in Winnipeg, MB.

A pool of qualified or partially qualified candidates may be established and may be used for similar indeterminate, specified period employment, acting appointments, assignments, secondments or deployments.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

Education:
Successful completion of secondary school or PSC approved alternatives or an acceptable combination of education/training and/or experience related to the position being staffed.

Degree equivalency

Experience:
- Recent* experience using Microsoft Word, Excel and Outlook.
- Recent* experience providing administrative/clerical support services to internal and external clients.
(e.g. contracting, material management, and/or mailroom support; reception; minute taking and distribution; coordinating and organizing meetings; drafting, formatting, processing and proofreading a variety of documents; travel arranging; processing financial documents such as accounts payable, accounts receivable; or information management). You must be able to demonstrate that you have recent* experience in performing at least three of the administrative/clerical support services listed above.

*Recent is defined as performing the duties continuously for a minimum of six months within the last two year period.

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

English essential

Information on language requirements

Knowledge:
- Knowledge of general office practices and procedures.

Competencies:
- Effective Interactive Communication
- Client Service
- Initiative
- Adaptability
- Being a Team Player

Abilities and Skills:
- Ability to verify and record information to ensure accuracy and completeness.
- Ability to use Microsoft Word, Excel and Outlook.
- Ability to prioritize, plan and organize workload in order to meet objectives and deadlines.

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

Education:
Successful completion of post-secondary program/degree in one of the following disciplines: Office Management, Information Management, Administration, Human Resources, Finance/Accounting or other field related to this position.

Degree equivalency

Experience:
- Recent* and significant** experience in information and records management and/or, library services.
- Experience working with a team for implementing and/or managing a specialized GCDocs/Electronic records information management system.
- Experience providing Records and Information Management client support in areas such as Records Classification, Retention and Disposition, and managing records in a Document Management System.
- Experience working with information classification structures.
- Experience making travel arrangements and preparing travel claims using the HRG System.
- Experience providing a variety of administrative support services to a Human Resources team.
- Experience providing a variety of administrative support services to a Finance team.
- Experience working in the grain industry.
- Experience working with financial security instruments (bonds, letters of credit or guarantee).
- Experience working with Hummingbird or EDocs, GCdocs.
- Experience in using data programs such as S E Suites.

*Recent is defined as within the last two years.

**Significant means the depth and breadth of experience generally acquired in the full-time performance of duties for a minimum period of two years (2).

Knowledge:
- Knowledge of information management process, practices and procedures as well as storage and retention techniques.
- Knowledge of the concepts, principles and practices associated with Government information holdings/records management life cycle.
- Knowledge of Government policies, practices and procedures for handling and protecting information.

Operational Requirements:
- Ability and willingness to work overtime as required.
- Ability and willingness to travel occasionally.
- Willingness and ability to carry loads of up to 22 kgs.

Conditions of employment

Reliability Status security clearance

- Ability and willingness to carry loads of up to 22 kgs.
- Ability and willingness to be exposed to grain dust/soil, and to outdoor conditions in an industrial environment (Known allergies must be controlled through the use of personal protective equipment and/or medication, and must not impinge upon the duties to be performed).
- Ability and willingness to undergo job-related training.
- Adherence to Canadian Grain Commission safety standards and procedures.
- Ability and willingness to work overtime as required.
- Ability and willingness to travel occasionally.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the targeted groups when you apply.

Information on employment equity

Only applications submitted online using the ‘Apply online’ button above will be considered.

You will be asked to complete a screening questionnaire when you apply online. Please clearly demonstrate in your screening questionnaire how you meet the education and experience criteria. You must provide concrete examples that illustrate how you meet the requirement.

A cover letter is not required as the screening questions will be used for screening purposes.

Confirmation of receipt of applications will not be sent by Canadian Grain Commission; only candidates successful in the screening process will be contacted.

Please note that candidates will be responsible for all travel costs related to this selection process.

Communication for this process will be sent via email. All communication relating to this process, including email correspondence, may be used in the assessment of qualifications.

In order to manage the number of applications in the selection process, management may use top-down consideration of scores at various steps in the process, to determine the number of candidates who will be further considered in the process.

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.