Executive Assistant/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

What to Expect:
As an Administration Officer or Executive Assistant with First Nations and Inuit Health Branch in Alberta Region, you will be exposed to a fast-paced environment with a diverse array of challenges, learning opportunities, experiences, projects, cultures and personalities. Opportunities to progress in your career are definitely available.

Work environment

In the First Nations and Inuit Health Branch (FNIHB) of Indigenous Services Canada, we strive to provide access to quality health services, improve health outcomes, and support greater control of the health system by First Nations and Inuit. We are searching for collaborative and strategic individuals who enjoy working in a dynamic and energetic environment, with a strong focus on quality client service. We are currently looking to staff an Executive Assistant position that will provide support to the Regional Executive Office. This is a highly visible position; the ideal candidate is highly adaptive, responsive and organized.

By joining our team, you will have opportunity to provide direct support to Executives or senior staff responsible for health services and community based programming. You will build and support strong working relationships with First Nations and Inuit community-based staff and Leadership.

Our office is located in Canada Place at 9700 Jasper Avenue in Edmonton, Alberta. Our workplace is in close proximity to Churchill Square, the river valley and many restaurants. It has several bus and LRT stops close by, as well as parking lots in the vicinity which makes it easy to get to and from work.

Intent of the process

The intent of this process is to staff one indeterminate AS-03 position in Edmonton, AB via the Aboriginal Peoples Employment Program, which aims to strategically increase Indigenous representation within the First Nations and Inuit Health Branch. As such, Organizational Needs may be applied and first consideration may be given to candidates self-identifying as belonging to Indigenous peoples.

A pool of fully qualified candidates will be established and may be used to staff similar AS-03 positions with various tenures (Acting, Assignment, Deployment, Determinate, Indeterminate, Secondment).

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 or employer-approved alternative:
- A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
- An acceptable combination of education, training and/or experience.

Degree equivalency

Experience:
•Experience in interpreting and applying policies regarding administrative functions for example: contracting, travel, procurement, fleet, hospitality, asset management, invoicing, or event planning.
•Experience in coordinating meetings or events or managing schedules.
•Experience in drafting or reviewing documentation for completion and accuracy.
•Experience developing office (operating) procedures.
•Experience in providing advice to management.
•Experience in coordinating with key strategic partners.

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

English essential

Information on language requirements

Knowledge/Abilities:
Ability to work effectively with First Nations, Inuit, or Métis communities or organizations

Technical Competencies:
• Proficiency in the use of Microsoft Excel, Word and Powerpoint

Competencies:
• Communication- Oral
• Communication- Written
• Dependability
• Discretion / Tact
• Adaptability
• Judgement
• Initiative and being action-oriented
• Planning / Organizing / Monitoring
• Thinking things through
• Teamwork and Cooperation
• Team Leadership
• Indigenous Cultural Competency

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

Education:
• Post-secondary studies and/or a diploma in an area relevant to the position.

Degree equivalency

Experience:
• Experience in processing, coordinating and maintaining incoming and outgoing senior management email and/or correspondence including through the information management cycle.
• Experience working with Indigenous communities or organizations (for example liaising with officials or representatives such as Chief, Councillor, CEO, Program Directors or other community staff).
• Experience with financial management: for example administering and/or forecasting budgets, monitoring expenditures, analysing financial data and/or using a financial management system such as SAP.
• Experience in procurement and/or contracting and/or invoice processing within the federal government.
• Experience using a corporate travel system such as HRG.
• Experience managing assets such as fleet vehicles.

Abilities and Skills:
Ability to speak an Indigenous language common in Alberta.

Organisational Needs:
Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population it serves. In support of our strategy to achieve our employment goals for Aboriginal peoples, preference may be given to candidates who, at the time of application indicate that they are an Aboriginal person (self-declaration).

Operational Requirements:
• Willingness and ability to work overtime on weekdays and/or weekends, as required.
• Willingness to travel, as required.
• Valid class 5 driver’s license, dependent on position.

Conditions of employment

Conditions of Employment:
• Reliability or Secret Security Clearance, dependent on position.

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

Qualifications and competencies may be assessed through your application, résumé, assessment and reference checks. 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.

All communication relating to this process, including email correspondence may be used in the assessment of qualifications.

Indeterminate employees at the same group and level, or equivalent may be considered for deployment, assignment/secondment prior to the assessment of other applicants.

The duration of any term or acting opportunities will be dependent upon organizational requirements.

A written exam may be administered.

An interview may be administered.

Reference checks will be conducted. Your references must include your current supervisor/manager and should be able to speak to your experience and provide concrete examples situations where you have demonstrated the competencies required.

Proof of education will be required. Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca.

Acknowledgement of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

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.

If applicable, please identify clearly your substantive group and level and your employment status on your resume and/or application form.

Our means of communication with applicants is via e-mail. Please ensure to include a functional email address, which will accept messages from unknown users (some e-mail systems block these types of e-mails). It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

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.