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

AAFC is committed to diversity and inclusion and is proud to be recognized as one of Canada’s best diversity employers. We welcome all applicants and strongly encourage candidates to self-declare if they belong to an Employment Equity designated group (i.e. Aboriginal Peoples, Persons with Disabilities, Visible Minorities or Women).

Duties

Are you efficient? Organized? Do you like to perform various administrative tasks? Above all, you enjoy providing support and assistance to your team members!

This position is for you!

As an Administrative Support Assistant, you will be responsible for supporting the following services for the Associate Director’s Office at the Brandon Research and Development Centre:
Provide Administrative support services to the ADRDT Office.
Receive, register, compile and distribute documents, and correspondence.
Manage calendars and mailboxes.
Work in the centralized reporting and information management systems.
Collect and consolidate information to produce various reports/documents.
Update financial and administrative database information.
Sort and classify paper documents or electronic files.
Document and maintain up-to-date tools and information guides.
Plan and manage meeting logistics, workshops and other activities and events.
Participate in meetings and prepare minutes.
Provide support for staffing processes related to the Associate Director/Director’s office and backfill for the Executive Assistant during absences.

Intent of the process

The intent of this process is to staff one full time permanent position.

A pool of qualified and partially qualified candidates may be established and may be used to staff similar positions with various tenures as well as various linguistic requirements.

Positions to be filled: 1

Information you must provide

Your résumé.

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

High School Diploma or acceptable combination of education, training and experience.

IF YOU HAVE FOREIGN CREDENTIALS, please follow the link below for information on how to obtain a degree equivalency. You must obtain an equivalency, at your own expense, in order to be considered for appointment into the public service.

Degree equivalency

Experience providing customer service to clients and the general public, via telephone, in writing or in person.
Experience planning, organizing and prioritizing work within an office environment.
Experience in administrative activities such as: scheduling meetings, teleconferences, videoconferences, and scheduling travel arrangements etc.
Experience preparing, editing, formatting, and reviewing a variety of documents and correspondence.
Experience using MS Outlook, MS Excel and MS Word.

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

Graduation from a recognized post-secondary institution with acceptable specialization in office administration, business administration, or a field relevant to the position.

Degree equivalency

Experience taking minutes.
Experience in providing administrative support services to senior management.
Extensive experience* in using Microsoft Excel (creating and managing databases, creating and managing tables, using different functions and formulas).
Extensive experience* in using Microsoft Word (layout, creation and use of tables and tables of contents).

*Extensive experience is defined as an intermediate level experience, beyond the basic use of the software.

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

English essential

Information on language requirements

Client Focus
Initiative
Effective Interpersonal Relations
Judgement

Ability to plan, organize and prioritize work.
Ability to verify and record information to ensure accuracy and completeness.
Written Communication.

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

Ability to Problem Solve.

Conditions of employment

Reliability Status security clearance

Ability and willingness to work overtime at peak periods.

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

ASSESSEMENT INFORMATION

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. Candidates may be required to meet the asset qualifications, operational requirements or the organizational needs, depending on the specific position being staffed. 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.

Various assessment tools may be used, such as, standardized tests, interviews, references, board member knowledge, etc.

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

A random or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Appointment decisions may be based on one or more of the following criteria:
- Matching of the individual's experience or qualifications to the strengths and weaknesses of the work team.
- Matching of the individual's experience or qualifications to the specific duties of the position being staffed.
- Depth, breadth, type of work-specific experience.
- Level/degree of one or more competencies/qualifications.

A test may be administered.

An interview may be administered.

Reference checks may be sought.

You must provide proof of your education credentials.

Asset qualifications may be used in the determination of those to be given further consideration in the assessment process.

APPLICATION & CORRESPONDENCE INFORMATION

Applications submitted by email will not be accepted. You must apply on-line through www.canada.ca/en/public-service-commission/jobs/services/gc-jobs.html.

Persons with disabilities preventing them from applying on-line are asked to contact the email referenced below under "Contact Information".

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.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

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.