Administrative Officer

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 specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

Duties

Without being exhaustive could be:

Assess, prioritize and respond to inquiries and questions transmitted to the Assistant Commissioner’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.

Consolidate and reconcile financial information; perform invoice coding; create purchase orders; produce reports.

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

Follow up on executive correspondence and regional timelines

Coordinate and conduct human resources transactions.

Initiate and track transactions linked to purchases, facility, procurement, material management, telecommunications, contracting and other services.

Keep the Assistant Commissioner’s agenda up to date; add meetings and appointments to his schedule. Organize meetings, teleconferences and special events; deal with logistics, prepare related documentation, draft schedules and minutes of meetings.

Prepare travel requests, expenses reports and all related logistics for the Assistant Commissioner and his Executive Assistant.

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

As a result of this process, a pool of candidates will be created to fill various administrative positions with different language requirements, security requirements and durations within the Canadian Coast Guard and the Department of Fisheries and Oceans for various locations.

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:
A secondary school diploma.

Degree equivalency

EXPERIENCE:
Significant *experience in the provision of administrative support services**.
Experience using Microsoft Word, Excel and Outlook.

*Significant: The demonstrated experience should normally include several of the following elements and have been carried out for a significant period of time.
** While not exhaustive, the provision of administrative support services could include: managing e-mails and electronic calendars for others, processing of travel requests, organizing meetings, preparing minutes, financial processing (invoice, purchase orders, etc., ), processing of correspondence, coordination of administrative activities, logistical organization of conferences or videoconferences.

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

Various language requirements
Note: The language requirements will vary according to the position to be staffed such as:
Bilingual Imperative (BBB/BBB), French Essential

Information on language requirements

ABILITIES:
Ability to manage workload, set priorities and ensure follow-up.
Ability to work under pressure.
Ability to communicate effectively orally.
Ability to communicate effectively in writing.

PERSONAL SUITABILITIES:
Demonstrate integrity and respect.
Thorough reflection.
Work effectively with others.
Demonstrate initiative and be action-oriented.

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

EDUCATION:
Postsecondary diploma relevant to the position to be filled such as office technology program, secretariat or other.

Degree equivalency

EXPERIENCE:
Experience to draft minutes of meeting and action monitoring.
Experience in writing, reviewing and correcting regular correspondence.
Experience in coordinating travel arrangements and logistics.
Experience in supervising staff.
Experience in the procurement of goods/services.
Experience in administrative support related to human resources.
Experience in administrative support related to finance.
Experience providing administrative support services to a member of senior management.

OPERATIONAL REQUIREMENTS:
(depending on the position to be filled)

To be willing and able to work flexible regular hours but mainly from 9:00 am to 5:00 pm.
To be willing and able to work overtime.
To be willing and able to travel.

Conditions of employment

Security requirements will depend on the position to be filled. Reliability status or Secret security will be required.
Possess a valid driver's license or mobility generally associated with holding a valid driver's license.

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 designated groups when you apply.

Information on employment equity

In order to manage the number of applications in this selection process, management may use top-down or random selection at various steps in the process to determine the number of candidates who will continue in the process.

When submitting an application to this selection process, you will be prompted to answer screening questions. It is your responsibility to provide clear and concrete examples in your responses to each question. It is recommended that you describe the experience examples in specific terms, providing sufficient details so that the Assessment Board can clearly understand. Your CV/resume may be used to validate this information. Should you indicate in your response "please refer to CV/resume" your application may be rejected. Lack of examples and details may result in your application being rejected as the Assessment Board will have insufficient information to determine if the requirement is met.

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

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).

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

Candidates from outside the public service may be required to pay for travel costs associated with this selection process.

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

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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