Administrative Assistant / Operation Support 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

Work environment

Come work for the federal government’s first independent regulatory body: The Canadian Transportation Agency (CTA).

An important mission: The Canadian Transportation Agency is a small organization (about 300 people) with an important mission – to advance Canadians’ economic and social well-being by:

• Helping to keep the national transportation system running efficiently and smoothly;
• Protecting the fundamental right of persons with disabilities to accessible transportation;
• Providing consumer protection for air travelers.

A great place to work:
We are committed to creating a healthy and respectful workplace. Our small size encourages dialogue and collaboration – both between managers and employees, and through inter-branch networks and tiger teams. You will have the opportunity to get to know and collaborate with many colleagues across the Agency.

The Canadian Transportation Agency has a new workspace reflecting high standards of accessibility. We are located in the heart of Gatineau (60 Laval), with easy access to fitness facilities, public transportation and restaurants. We offer hybrid working arrangements (a mix of in-office and virtual work) in our new building. Specific work arrangements will be discussed with the manager based on the position and operational needs.

Intent of the process

This process is to staff three determinate positions. A pool of partially or fully qualified candidates will also be established through this process to staff future positions(at equivalent level) with various tenures (indeterminate, determinate, deployment, acting, assignment/secondment) with similar requirements, various language requirements and profiles and various security requirements, which may vary according to the position being staffed.

Results of this staffing process may be used for similar positions within the Canadian Transportation Agency and other departments and agencies in the federal government.

Positions to be filled: 3

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:
A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
AS-01 AND AS-02
Experience in providing information, guidance and dealing with clients or the general public.

Experience providing administrative services* and preliminary advice on processes, procedures or requirements.

AS-02 only
Experience conducting research, compiling, and analyzing background information for use in meetings, for preparation of reports or correspondence.

* Administrative services includes tasks in financial, human resources, or general administrative services such as: managing agendas, scheduling and organizing meetings (in person / virtual), preparing and collating meeting file folders and background materials, procuring office equipment and supplies, maintaining a filing system, proofreading, performance monitoring and reporting, coding, verification, commitment control, expenditure functions, support to budget management, delivery of human resources services and other related duties.

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

ASSET QUALIFICATIONS
Candidates must meet all of the essential qualifications to be appointed to a position. However, meeting the asset qualifications is desirable. They may be a deciding factor in choosing the person to be appointed.

EXPERIENCE:
Experience using a financial management system, such as SAP.

Experience in planning, organizing and coordinating large meetings, events or conferences.

Experience preparing travel arrangements and expense claims.

Experience providing support in the management of a budget, recording and reconciling financial transactions.

Experience providing administrative support in a human resources environment, such as Classification, Learning, Staffing, Labor Relations or Planning.

Experience working with Federal Public Services Human Resources systems, such as My GCHR, Phoenix, ETMS or PMA.

Experience providing support services in matters related to expenditure management, such as reconciling acquisition card statements, invoice payment, preparing and reviewing travel or hospitality claims, or quality assurance of financial transactions.

Experience providing administrative support in a communications environment.

Experience coordinating parliamentary questions for a federal department.

Experience working in compensation.

Experience working with personnel or physical security.

Experience working in facilities management.

Experience dealing with officials at the management level (Director level equivalent or above).

Experience in providing support to a Director General (or equivalent) in scheduling multiple meetings, preparing meeting materials and tracking multiple requests.

Experience in providing administrative support related to procurement.

Experience in registry operations in a decision-making organization (e.g., tribunal, court, commission, board) or in a legal environment (e.g., legal services, law or notaries firm).

Experience working in Access to Information and Privacy.

Experience in information management and its tools such as RDIM, GCDOCS, IRIM or Sharepoint.

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

Various language requirements
Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult the link below:
https://www.canada.ca/en/public-service-commission/services/staffing-assessment-tools-resources/human-resources-specialists-hiring-managers/unsupervised-internet-testing/unsupervised-internet-test-second-language-writing-skills.

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

COMPETENCIES:
Demonstrating integrity and respect.

Working effectively with others.

Showing initiative and being action-oriented.

Thinking things through

ABILITIES:
Ability to plan, organize and prioritize workload to meet multiple and conflicting deadlines.

Ability to communicate effectively orally

Ability to communicate effectively in writing

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

ORGANIZATIONAL NEEDS
Canadian Transportation Agency is committed to maintaining a representative workforce reflective of Canadian society. In support of achieving a diversified workforce and our employment equity goals, qualified candidates who self-declare in a staffing process as Aboriginal peoples, persons with disabilities, visible minorities and/or women may be selected for appointment to fulfill organizational needs, including reducing representation gaps.

OPERATIONAL REQUIREMENTS:
Willingness and ability to periodically work overtime on short notice.

Willingness to work variable hours.

Willingness to work from 9 am to 5 pm (some positions).

Some positions could require regular physical effort such as bending, climbing, and stretching.

One position could require a valid driver's licence.

Conditions of employment

CONDITIONS OF EMPLOYMENT:
Reliability Status Security Clearance. Some positions require 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

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A written examination may be administered.

An interview may be administered.

Reference checks may be sought.

Please ensure that your Personal Record Identifier (PRI) is included in your application (for internal candidates).

Please identify clearly your substantive group and level and your employment status on your resume and/or application form (for internal candidates).

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

VERY IMPORTANT NOTICE:

It is your responsibility, as an applicant, to clearly demonstrate how you meet each factor of the screening criteria (Experience) for all Essential and applicable Asset Qualifications and that adhere to the stipulated format. Please note that it is not sufficient to simply state that the qualification is "meet" or to provide a listing of current or past responsibilities. You must provide concrete examples which clearly demonstrate how you meet each factor of the screening criteria (Experience) for all Essential and applicable Asset Qualifications.

The Asset Qualifications contained in the Statement of Merit Criteria may be used as a screening tool. Candidates must meet all of the essential qualifications to be appointed to a position. A candidate may be appointed to a position even though he/she does not meet any or all of the asset qualifications or operational requirements. However, meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed.

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, including users from outside the Public Service (some email systems block these types of email).

Indeterminate employees at the same group and level or equivalent could be considered for deployment. If no deployment is made, applicants from other groups and levels will be considered in the advertised appointment process (for internal candidates).

Results of this staffing process may be used for similar positions in the Agency and other departments and agencies in the federal government.

Pass marks will be established for each qualifications. However, achieving the pass mark is not a guarantee of an appointment or that candidates will be put through the next stages of the assessment process. Cut-off scores and/or top-down approach may be used at any stage of the staffing process if there are a sufficient number of candidates to meet anticipated staffing needs.

All of the information collected during the selection process, including behaviour and communication, from the time of application until the end of the process, may be used to evaluate candidates.

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.