Administrative Clerk and Administrative Assistant

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

AS-01:
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.

CR-04:
Greet the clientele and respond to the telephone calls;

Execute tasks related to the internal management services in human resources, finance, administration and information management according to regulations, directives and administrative procedures;

Support the manager in the achievement of activities related to budget and material control resources;

Operate financial and administrative management system;

Maintain and up-to-date filing and reminder method which includes mail;

Execute word processing and design tables, graphs by using different softwares.

Intent of the process

*This advertised selection process is anticipatory.

A pool of qualified candidates may be established in order to staff similar positions at Fisheries and Oceans Canada, in the Quebec Region.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

Contact information for 2 references.

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

A post-secondary degree or an acceptable combination of education, training and/or experience.

Degree equivalency

Experience in administrative work*

*While not exhaustive, the administration works could include : electronic calendar management for others, travels logistic, 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 video conferences, preparation of contextual documents for meetings, etc.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Experience in drafting minutes of meeting and action monitoring.

Experience in developing activity schedules, travel arrangements and logistics.

Experience in writing, reviewing and correcting regular correspondence.

Experience in administrative support related to human resources.

Experience providing administrative support services to senior management.

Experience in managing correspondence and managing a director’s agenda.

Experience in administrative support related to finance.

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

Various language requirements

Information on language requirements

1. Ability to manage workload.
2. Ability to perform administrative tasks using commonly used software. (eg MSWord, MSExcel, MSPowerPoint etc.).
3. Ability to communicate orally and in writing.
4. Ability to analyse and to interpret.
5. Ability to coordinate administrative activities (AS-01).
6. Ability to make recommendations to facilitate decision-making (AS-01).

1. Thinking things through.
2. Working effectively with others.
3. Showing initiative and being action-oriented.
4. Demonstrating integrity and respect.

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

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

Information on employment equity

Conditions of employment

Reliability Status security clearance

Possessing a valid driver's licence.

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

Please note that the "Ability to communicate in writing" will be assessed using your application and screening questionnaire answers.

Reference checks will be sought.

An interview will be administered.

A written examination will be administered.

Official language proficiency: due to its unique character, this essential qualification could be assessed and required solely upon appointment. It is therefore the candidate’s responsibility to inform the person in charge of the selection process if he/she obtains the linguistic requirements after the pool has been established. Also, a person who initially failed linguistic testing could be reintroduced into the pool of qualified candidates during the pool’s validity period if, for example, he/she is assessed again through another selection process or following linguistic training.

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

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.

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

You must provide proof of your education credentials.

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.

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.