Administrative Support Inventory

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

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

► ► ► This inventory is open to individuals who self-declare as a visible minority, a person with a disability, or an Aboriginal person. Therefore, only those applicants who indicate in their application that they are members of the requisite Employment Equity (EE) group(s) will be considered. ◄◄◄

In order to self-declare, please ensure to indicate this by checking off the appropriate box within the online application as part of the Employment Equity section. Select option 3 – I wish to complete the self-declaration form for EE Groups. In the next screen, please ensure that you select Option 1 for collection purposes to be considered for this job opportunity where belonging to one of the targeted EE groups is a condition for eligibility.

We may be asking candidates to complete online testing and an online video interview using the Vidcruiter platform. For further information on Vidcruiter, please visit their website at: https://vidcruiter.com/

Duties

Here are a few examples of duties that you could be required to perform in an administrative position with DFO/CCG:

• Be the first point of contact for telephone calls, email messages, or in person enquiries;
• Receive, register, compile and distribute documents, and correspondence;
• Maintain files, records, databases, control/tracking and other reference systems;
• Input data to and maintain departmental systems for financial, human resources, and administrative information;
• Make arrangements and ensure follow-up for logistical services (travel and meetings);
• Provide general office support services such as word processing, maintaining the office and filing systems, and ordering office supplies;
• Create contracts and purchase orders for the purchase of goods and services;
• Extract, reconcile, interpret and compile financial information for use by management.

There are a variety of administrative positions at BIO with a range of duties. Some positions require working as part of a team and some positions are more autonomous.

Work environment

Those who are hired during the COVID-19 pandemic may be required to work from home until we are in a position to safely return to the workplace.

The workplace, the Bedford Institute of Oceanography (BIO) Campus in Dartmouth, offers free parking and bus accessibility. BIO is next to Shannon Park's Canada 150 Trail and offers many workplace wellness initiatives. Check out www.bio.gc.ca to learn more about our Campus.

To learn more about our work environment please visit Fisheries and Oceans Canada and the Canadian Coast Guard or follow Fisheries and Oceans Canada and the Canadian Coast Guard on Twitter and Facebook and subscribe to our YouTube Channel.

Intent of the process

This is an anticipatory selection process. Results from this selection process may be used to staff temporary or permanent CR-04 or AS-01 positions in Dartmouth, Nova Scotia. Positions may require various language and security requirements.

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment. Please ensure that your information remains current in your GC Jobs account.

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 (high school) according to provincial or territorial standards or general equivalency diploma (G.E.D.)

Degree equivalency

EXPERIENCE (CR & AS Positions):

• Experience providing client service to internal or external clients / or the public, via telephone, in writing or in person.

• Experience using spreadsheet, word processing and email software, such as, Microsoft Word, Excel and Outlook.

• Experience preparing or editing correspondence, documents, reports, etc.

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

Various language requirements

Information on language requirements

EXPERIENCE (AS Positions):
• Experience using financial systems, such as Quicken, Sage, SAP, Abacus, Salary Management Information System (SMIS), Management Reporting System (MRS), etc.
• Experience providing financial management services, such as budget forecasting, analysis, and reporting.

ABILITIES:
• Ability to communicate effectively in writing.
• Ability to communicate effectively orally.
• Ability to organize workload and establish priorities.

PERSONAL SUITABILITY:
• Demonstrating integrity and respect;
• Working effectively with others;
• Showing initiative and being action-oriented;
• Thinking things through;
• Attention to detail;
• Dependability.

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

Depending on the position being staffed, any of the following qualifications may also be deemed as an essential qualification and only candidates and persons with a priority entitlement who possess those qualifications will be considered for that specific vacancy.

CR Positions:
• Experience using financial systems, such as Quicken, Sage, SAP, Abacus, Salary Management Information System (SMIS), Management Reporting System (MRS), etc.
• Experience providing financial management services, such as budget forecasting, analysis, and reporting.

CR & AS Positions:
• Successful completion of a certificate or diploma in office administration or equivalent field.
• Experience coordinating and organizing the logistics of meetings, teleconferences, seminars or workshops, including managing logistics, preparing background materials, and taking minutes.
• Experience maintaining hard-copy or electronic records/files.
• Experience providing human resources services and support.
• Experience using on-line travel booking, and preparing and/or verifying travel claims.
• Experience purchasing goods and services.
• Experience creating contracts and issuing purchase orders.
• Experience managing an electronic calendar for Senior Management (booking meetings and appointments).
• Experience managing and organizing e-mail accounts for Management.
• Experience using SAP.
• Experience with Fisheries and Oceans Canada and/or Canadian Coast Guard programs.
• Ability to use Microsoft Excel at an intermediate and/or advanced level.

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

Information on employment equity

Conditions of employment

Reliability Status or Secret security clearance

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

DFO recognizes and values the important contribution volunteer work and life experience offer in developing the skills and abilities of employees. Throughout this selection process, you are encouraged to demonstrate how any relevant experience has contributed to the development of your skills as they relate to this position.

If you are unable to apply online, please contact an Officer at the Federal Public Service Job Advertisement Information Line to assist you with the submission of your job application by calling 1-800-645-5605.

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.