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

You will be required to demonstrate how you meet the education and each of the experience criteria listed in the essential qualifications and any of the applicable asset qualifications on the Statement of Merit Criteria for the initial screening by answering the online screening questions. Please be sure to include substantiating details that clearly outline the breadth of experience as well as relevant timelines.

Failure to clearly demonstrate how you meet the screening criteria (Education, Experience, Essential and Asset (if applicable) may result in the rejection of your application. Candidates will not be solicited for incomplete or missing information.

Intent of the process

A pool of qualified candidates may be established and used to staff positions in the NCR. It may also be used to staff other similar positions of various tenures and/or linguistic profiles within Transport Canada.

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)

Education
ED1: Secondary school diploma or an acceptable combination of education, training and/or experience*.

*An acceptable combination of education and experience, including at least one (1) year experience in administrative support or client service.

Degree equivalency

Experience
EX1: Recent* experience providing general administrative support** services to management and clients.

EX2: Experience using tracking tools or software to assign tasks, follow-up on action items and prepare reports or presentations for management and clients.

EX3: Experience researching and compiling information from multiple sources.

*Recent is defined as experience acquired within the last five (5) years.
**General Administrative support such as: managing agendas, scheduling and organizing meetings/teleconferences, preparing and collating meeting file folders/background materials, monitoring and responding to email and telephone messages, procuring office equipment and supplies, maintaining a filing system and other related duties.

Competencies
KLC1: Demonstrating integrity and respect
KLC2: Thinking Things Through
KLC3: Working effectively with others
KLC4: Showing initiative and being action oriented
KLC5: Client Service Orientation

Abilities
A1: Ability to communicate effectively orally.
A2: Ability to communicate effectively in writing.
A3: Ability to manage multiple tasks and priorities with tight deadlines under pressure.
A4: Ability to work independently with minimal supervision.

Personal Suitability
PS1: Attention to detail
PS2: Judgement
PS4: Dependability

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

OPERATIONAL REQUIREMENT
Willing and able to work overtime on short notice.
Willingness to adopt flexible work hours.

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

Various language requirements
English Essential
French Essential
Bilingual Imperative BBB/BBB
Bilingual Imperative CBC/CBC

Information on language requirements

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

ASSET QUALIFICATIONS

Education
AED1: Post-Secondary diploma in a field related to the duties of the position.

Degree equivalency

Experience
AEX1: Experience managing senior executive* emails, calendars, preparing material for meetings and taking minutes as required.

AEX2: Experience organizing and coordinating events, governance committees and/or senior executive* retreats, videoconferences and distributing relevant information quickly and accurately.

AEX3: Experience working within the Government of Canada (GC).

AEX4: Experience providing advice and services to managers as it relates to finance, information management/records management (IM/RM) and data management, human resources or procurement activities.

Examples of financial advice and services: budgeting, forecasting, account verification/reconciliation, preparing and processing invoices, coding transactions, processing invoices, interdepartmental agreements/transfers, arranging/booking travel and completing expense claims, financial reports and data entry into financial systems.

Examples of advice and services in Information management/records management (IM/RM) and data management: interpreting and applying policies, directives governing the management of information resources including classification, information security and disposition, and supporting the development and implementation of departmental information management processes, procedures or guidelines.
Examples of Human Resources advice and services: liaising with HR authorities or client managers to clarify requirements, completing appropriate forms, obtaining delegated signatures, submitting and tracking requests.

Examples of Procurement advice and services: researching, liaising with procurement authorities or client managers to clarify requirements, completing purchase orders, service contracts, obtaining signatures to acquiring goods and services through procurement vehicles such as standing offers, low dollar value procurement and acquisition cards.

AEX5: Experience developing documents such as awareness materials, communications, presentations and/or experience documenting procedures.

AEX6: Experience providing group or one-on-one training sessions.

AEX7: Experience using Microsoft Office Suite software (MS team, Word, Excel, Outlook and PowerPoint).

AEX8: Experience using government applications such as SAP (Systems Applications and Products), PeopleSoft or CCM Mercury/MEC.

AEX9: Experience using Electronic Document Records Management Systems such as RDIMS, GCDOCs, OneDrive or Sharepoint.

Knowledge
AK1: Knowledge of financial policies and procedures.
AK2: Knowledge of the policies and procedures related to the Financial Administration Act.
AK3: Knowledge of human resources management policies and practices.
AK4: Knowledge of Government of Canada policies and directives on Information Management/Records Management (IM/RM) and data management.

Transport Canada is committed to establishing and maintaining a representative workforce. Qualified candidates who self-declare as members of a visible minority group, Aboriginal peoples, persons with disabilities and/or women may be selected for appointment to fulfill organizational needs.

Conditions of employment

Reliability Status security clearance

Tests

Public Service Entrance Exam UIT

Applicants must complete the Public Service Entrance Exam Unsupervised Internet Test as part of the screening for this selection process. This exam consists of two sub-tests: the Test of Reasoning and the Test of Judgement. While all applicants are asked to take the first sub-test, you will only be invited to take the second sub-test if additional information is required to complete the assessment. You will have 90 minutes to complete the Test of Reasoning and 75 minutes to complete the Test of Judgement (if required). You must complete the test(s) before you submit your application for this position.

For more information, please consult: Public Service Entrance Exam - Unsupervised Internet Test

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

• Transport Canada will accept applications on-line only.

• Acknowledgment of receipt of applications will not be sent to applicants.

• Transport Canada will contact candidates once the screening process is completed.

• Communications 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). Please note that we will have to consider that you are no longer interested in participating in the selection process and that you have withdrawn your candidacy should you not provide us with a current email address to reach you.

• A written exam, an interview and a reference check may be used as the assessement methods in this selection process.

• Candidates must meet the essential qualifications to be appointed to a position.

• Candidates will be required to provide proof of education credentials later in the process.

• Candidates who were educated outside of Canada, must have the certificates and/or diplomas assessed against Canadian education standards. This will enable candidates to provide proof of Canadian equivalency when applying for a job in the public service. The Canadian Information Centre for International Credentials (CICIC) assists persons who wish to obtain an assessment of their educational, professional, and occupational credentials by referring them to the appropriate organizations The CICIC can be contacted through its website at: http://www.cicdi.ca.

• 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.

• All job applications must be submitted through the Public Service Resourcing System (PSRS). Following are some of the benefits associated with applying on-line:
- applicants can create a profile and a resume that can be used when applying for other processes without having to recreate a new application each time;
- applicants can verify the status of their applications, at any time;
- for some jobs, applicants will find important information, namely the job questionnaire and a complete statement of merit criteria that are only available when applying on-line.

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.