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

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BUILDING AN INCLUSIVE TEAM AND WHY IT’S IMPORTANT TO US ✨
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As Canada continues to change, having an inclusive organization where employees and managers represent the diversity of experiences, perspectives, and backgrounds that reflect Canada now and into the future, are important to us. Diversity, inclusion, and a commitment to reconciliation with Indigenous peoples are part of advancing our priorities and creating a respectful, inclusive, and supportive workplace.

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HOW TO APPLY
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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.

Take the time to answer the questions with as much detail and examples as possible.

This is your chance to shine, to tell us what you have to offer and why you would be the ideal candidate.

Be specific about projects you’ve worked on, where (occupational title, organization), when (from, to), what was your role, fully explain the actions, considerations and steps you completed in order to gain the experience you are describing. What was the final outcome/result?

Should you indicate in your responses “See my résumé”, “I have 5 years’ experience in the field”, “I acquired this experience working at XYZ Store”, “I meet this qualification” or similar statements WILL NOT BE ACCEPTED. Candidates will not be solicited for incomplete or missing information.

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ASSET QUALIFICATIONS
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You do not need to answer the screening questions for the asset qualifications.

However, if you meet one or more, you are strongly encouraged to answer asset Qualifications questions in your online application as they may be used at any stage in the process or be a deciding factor in choosing the person to be considered for an appointment.

Duties

A successful Administrative Assistant is driven to go above and beyond for the team, someone who is dedicated to delivering quality administrative support and client service.

On any given day, you will have the opportunity to work on a variety of tasks and develop your skills in many areas. You will work to build relationships, have the chance to collaborate with talented people and develop a rich network of colleagues with different backgrounds.

Someone who has experience working with the latest efficient technologies and/or software to improve the way work is done would be an asset for this position.

Work environment

The ideal candidate is dynamic and thrives working in a fast-paced work environment where priorities and deliverables are constantly changing.

You must be comfortable managing a high volume of work in order to maintain a good flow of the activities and carrying them through to completion by prioritizing tasks.

You must have excellent written and verbal communication skills in both official languages. You will enthusiastically support and collaborate with others, at every level of the organization, be action oriented and a problem solver.

You will be working a combination of working remotely and at a TC designated worksite. There is significant flexibility across the department for how these arrangements work. There is a mandatory requirement to report to the office at minimum 40% of the time per month. Telework remains a formal flexible work arrangement that can be modified over time based on various considerations such as operational requirements.

Intent of the process

The result of this process will initially be used to staff one (1) position with a BBB/BBB linguistic profile on an indeterminate basis in Ottawa, ON at Transport Canada.

A pool of qualified candidates will be established to staff similar positions on an indeterminate, term or acting basis at 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:
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 and experience, including at least one (1) year experience in administrative support or client service.

Degree equivalency

EXPERIENCE:
EX1: Experience providing client services (in person, by phone or in writing).

EX2: Experience using Microsoft Office Suite software (MS team, Word, Excel, Outlook and/or PowerPoint).

EX3: Experience providing administrative support*.

*Examples of administrative support services: tracking and coordinating tasks, monitoring email messages regularly, filing, performing messenger services.

EX4: Experience in performing administrative services in at least four (4) of the following:
o Coordinating meetings, teleconferences and/or videoconferences;
o Taking minutes;
o Managing incoming and outgoing correspondence;
o Data entry;
o Tracking various sources of information and/or reports;
o Editing and verifying correspondence and/or reports.

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

ASSET EDUCATION
AED: Successful completion of a diploma or degree from a recognized institution in secretarial studies, office administration, business administration, finance/accounting or other field related to the position.

Degree equivalency

ASSET EXPERIENCE
AEX1: Experience in providing support in Human Resources

AEX2: Experience in providing budget and financial support services such as procurement and contracts and processing invoices and payments.

AEX3: Experience in providing administrative support services to senior management.

AEX4: Experience in providing issues management support such as drafting and proofreading various documents, memoranda, briefing notes and correspondence.

OPERATIONAL REQUIREMENTS
Willingness to work overtime as required.

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

Bilingual - Imperative (BBB/BBB)
NOTE: Candidates need to be able to work in English AND in French (reading, writing and oral proficiency). The level of bilingual proficiency varies depending on the position, however, BBB/BBB is the minimum required.

Information on language requirements

COMPETENCIES
C1: Digital literacy
C2: Working effectively with others (Teamwork)
C3: Judgement
C4: Thinking things through

ABILITIES
A1: Ability to self-manage, and work under pressure.
A2: Ability to solve problems and be action oriented.
A3: Ability to communicate effectively in writing.
A4: Ability to communicate effectively orally.

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

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

Transport Canada is dedicated to having a skilled and diversified workforce representative of the population it serves. In support of this, consideration may be given to qualified candidates who self-declare as belonging to one of the following employment equity groups: Indigenous peoples, persons with disabilities, members of racialized communities, and women. Therefore, we encourage candidates to voluntarily indicate on their application if they are a member of one of these groups, by selecting the appropriate box under the Employment Equity (EE) section.

To complete the questionnaire, you must be a member of an EE group and select Collection Purpose 1 to be considered for job opportunities where belonging to an EE group is a condition for eligibility, or a screening or selection criterion specifically targeting EE groups.

Conditions of employment

Reliability Status security clearance

Secret security clearance - Depending on the position to be staff, either a Reliability Status OR a Secret security clearance will be required.

The hiring department is responsible for requesting the security clearance process. Candidates must meet and maintain the above conditions of employment throughout their employment.

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

Depending on the number of applicants, Transport Canada’s needs or HR plans, volume management strategies (for example, random selection, invoking one or more assets, top-down approach) may be used for the purpose of managing applications/candidates.

Reference checks will be sought.
An interview may be administered.
A written examination may be administered.
Candidates must meet the essential qualifications to be appointed to a position.
Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

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.