Administrative Assistant – Anticipatory

Important

Do not discuss your application with others (including on social media) besides your partner, or close family members - who should also be reminded about the need to be discreet.

Closing Date 2022-01-12
Reference Number 20-970-04-138
Job Category Entry Level
Who Can Apply Canadian Citizens
Location Burnaby, British Columbia
Toronto, Ontario
Montreal, Quebec
Salary Range $49,130 - $59,750
Status Indeterminate (permanent) 
Language Requirement English Essential (Burnaby, Toronto)
Bilingual Non-Imperative (Montreal)

Job Summary

The Administrative Assistant (Level 4) is responsible to provide day to day administrative support to a branch or program.

Process administrative requests and organize and prioritize administrative work.

Provide support functions to the branch management or program by maintaining and monitoring activity tracking processes and responding to incoming and outgoing communications.

Compile/maintain reference material and/or systems/logs on a variety of projects/subjects by reviewing and synthesizing the information/data that would facilitate the preparation of reports.

Schedule and coordinate meetings with other enabling branches and/or clients and/or external stakeholders.

Prepares meeting documents; takes minutes of internal meetings, transposes notes into electronic format and disseminates the final minutes to participants.

Monitor the program's planning and budget processes by providing historical and comparative data and by keeping management informed of upcoming deadlines.

Provide direction to employees and clients regarding administrative procedures and policies.

Act as a resource person by providing advice and policy interpretation to managers, employees and external candidates.

Education

  • Undergraduate degree and one (1) year of experience.
  • College diploma and two (2) years of experience.
  • High school diploma and seven (7) years of experience.  

The educational program must be from an accredited learning institution recognized in Canada. 

Note: Any higher level of education could be recognized as experience.

Experience

  • Experience in the provision of clerical support services, including: data entry, preparing correspondence, reception and filing.
  • Experience using spreadsheet, word processing and email software.
  • Experience providing service to internal or external clients / general public.

Competencies

  • Adaptability/Flexibility
  • Client Service
  • Organizational skills / multitasking

Conditions of Employment

Upon appointment, an employee shall remain in their new position for one (1) year.  

Notes

Please clearly demonstrate in your resume and cover letter how you meet each Education and Experience criteria by providing concrete examples including where, when and how these qualifications were acquired.  Failure to do so will result in the screening out of your application. 

A written test will be administered for the screening of candidates. 

While we continue to explore opportunities for flexible work arrangements, the majority of work in our organization must be done in the office and cannot be performed at home

Reference Links

Security Requirements

Candidates must be eligible to receive an Enhanced Top Secret security clearance. The process involves a security interview, a polygraph, and a background investigation that includes credit and financial verifications. The use of illegal drugs is a criminal offense. Drug use is an important factor considered in your reliability and suitability assessment during the selection process. Therefore it is important not to use any illegal drugs from the time you submit your application.

Others

Important

Applicants must clearly demonstrate in their application how they meet each Education and Experience criteria. Failure to do so will result in the applicant being screened out of the career opportunity.

CSIS is a separate employer and is not subject to the Public Service Employment Act (PSEA). CSIS has its own classification, compensation system, and a different staffing regime. As such, we use a different staffing process and terminology.

As a separate employer, CSIS has implemented a Directive on COVID-19 vaccination that is consistent with the overall Government of Canada approach to the COVID-19 vaccination of public servants. Applicants to this staffing process should be aware that all employees of CSIS are required to be fully vaccinated against COVID-19 unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act. As such, all persons to be appointed to CSIS will be required to attest to their vaccination status no later than on their first day of employment.   

CSIS is committed to building a workforce that is truly representative of the Canadians it serves by cultivating a diverse and inclusive workplace environment. This will be achieved by increasing employment equity group representation (including persons with disabilities, visible minorities, Indigenous peoples, and women) at all levels within the organization through hiring and talent management practices. We will also ensure that appropriate accommodations are made (e.g., specialized equipment, changes to physical workspace) to provide employment opportunities for all qualified candidates. In support of achieving a greater, diverse and skilled workforce, we strong encourage those individuals who belong to one or more of the employment equity groups to self-identify when applying. 

Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential. 

The personal information provided in your application is protected under the Privacy Act and will be held in Personal Information Bank SIS/P-PU-025.

We thank all applicants for their interest in CSIS. However, only those who are selected for further consideration will be contacted.
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