Administrative Assistant / Coordinator, Member Services

Important messages

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Assessment accommodation

In order to take advantage of the many benefits of using the electronic recruitment system, please apply online. Some of the benefits for applicants include that you can:
- Modify your application/resume at any time BEFORE the closing date;
- You must answer screening questions which will highlight your qualifications to the hiring manager;
- Verify the status of your application and notification(s), at any time.

To submit an application online, please select the button "Apply Online" below.

If you are having difficulty applying online, please inform the contact persons responsible for this process prior to the closing date.

Duties

AS-01: The incumbent will report to the Regional Director General and provide a range of administrative support services to the Executive office. Main responsibilities will be managing the Executive’s agenda, scheduling meetings, conferences and/or briefings for the Regional Director General. Planning and organizing travel arrangements and preparing travel claims for the Office of the RDG. Liaising with Executive offices and senior administrative assistants for coordination of requests and queries from senior managers. You will be also responsible for maintaining files/records and do follow-ups, drafting correspondence such as, but not limited to: emails, letters, memorandum or briefing notes, planning and scheduling meetings, managing projects and conducting research.

AS-02: Coordination of the panel hearing schedule and the office panels for the approval of the Regional Director General and the Regional Vice-Chairperson in the Prairie region of the Parole Board of Canada. Provides administrative and support services in the Regional office of Parole Board of Canada as required. Develops, creates and maintains various systems such as an information gathering system to record activities of Board Members and management. Prepares and provides reports and statistics for use by management in the decision-making process. Interprets and anticipates hearing schedule and the office panels requirements, identify the information requirements associated with major issues and take the appropriate steps to obtain the required information; skills are also required to continually analyze requirements and adapt to changing priorities while providing on-going services and meeting defined timeframes. Monitor panel hearing schedules, on a daily basis taking into consideration changes in operations such as the addition or deletions of cases and providing information to operational staff in regard to scheduling and travel times between institutions when it is necessary to combine panel hearings at different institutions.

Work environment

The Parole Board of Canada (PBC) is an independent administrative tribunal that, as part of the Canadian criminal justice system, makes quality conditional release and record suspension decisions, and clemency recommendations. The PBC contributes to the protection of society by facilitating, as appropriate, the timely reintegration of offenders as law-abiding citizens. Public safety is the primary consideration in all PBC decisions.

Our staff prides themselves in their work and accomplishments making the PBC an employer of choice as we strive to support the Government of Canada's goal of a safe and secure Canada.

Intent of the process

The immediate need is to staff one (1) full time, indeterminate position
(AS-01/Administrative Assistant) located in Edmonton’s office.

Address:
Canada Place
#720, 9700 Jasper Ave NW
Edmonton, AB
T5J 4C3

The staffing of the (AS-02) Coordinator, Board Member Services position is anticipatory.
Located in Edmonton or Saskatoon offices.

Address:
101-22nd Street East,
6th Floor
Saskatoon, Saskatchewan
S7K 0E1

As a result of this selection process, a pool of qualified candidates may be created to staff positions of various tenures such as (indeterminate, deployment, specified period appointment, acting, assignment or secondment).

Positions to be filled: 2

Information you must provide

Your résumé.

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

ESSENTIAL QUALIFICATIONS

EDUCATION:

ED: A secondary school diploma or employer-approved alternatives.
The employer-approved alternatives to a secondary school diploma are:
- 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:

EX1: Experience drafting and reviewing correspondence, such as but not limited to: emails, briefing notes, communications, memorandums, etc;
EX2: Experience providing administrative and logistical support to a manager or executive such as but not limited to: calendar management, coordination and record keeping of meeting minutes with the use of teleconference or videoconference technology;
EX3: Experience maintaining a bring forward tracking system in order to monitor progress and ensure deadlines are met.

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

English essential

Information on language requirements

ABILITIES AND SKILLS:

APPLY ONLY to the AS-01 Position
A1: Ability to identify and correct grammar, spelling and punctuation errors.

APPLY TO BOTH POSITIONS (AS-01/AS-02)
A2: Ability to communicate effectively in writing and orally;
A3: Ability to work under pressure;
A4: Ability to manage multiple priorities and meet deadlines;
A5: Ability to pay attention to details;
A6: Ability to solve problems.

PERSONNAL SUITABILITY:

PS1: Initiative;
PS2: Effective interpersonal relationships;
PS3: Judgement;
PS4: Discretion;
PS5: Dependability.

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

ASSET QUALIFICATIONS

EDUCATION:

ED: Post-secondary degree related to the duties of the position, such as a degree in office technology, administration or other related studies.

Graduation with a degree from a recognized postsecondary institution in a field relating to the duties of the position to be filled.

Degree equivalency

EXPERIENCE:

AEX1: Experience coordinating travel arrangements and processing travel expense claims;

AEX2: Experience working with Integrated Decision System (IDS) and/or Offender Management System (OMS).

ORGANIZATIONAL NEEDS:

Parole Board of 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 equity goals, preference may be given to candidates who indicate that they are belonging to the following Employment Equity group (self-declaration): Indigenous peoples, visible minorities, people with disabilities.

OPERATIONAL REQUIREMENTS:

- Ability and willingness to work overtime on occasion.

Conditions of employment

Reliability Status security clearance

Vaccination: All employees of the core public administration are required to be fully vaccinated against COVID-19 and attest to their vaccination status unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act.

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

* THE ABILITY TO COMMUNICATE EFFECTIVELY IN WRITING may be assessed through your application. Therefore, communication needs to be grammatically correct, with appropriate vocabulary and minimal errors in punctuation and spelling. As a result, please use complete sentences.

Vaccination: On October 6, 2021, the Government of Canada announced details of its plans to require vaccination across the federal public service.

As per the new Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police, federal public servants in the Core Public Administration and members of the RCMP must attest to their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to complete an attestation.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.