Administrative Assistant

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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 2022-03-30
Reference Number 21-968-05-190
Job Category Entry Level
Who Can Apply Canadian Citizens
Location Montreal, Quebec
Salary Range $57,960 to $70,500
Status Indeterminate (permanent)
Language Requirement Bilingual Imperative (BBB/BBB)

Job Summary

Major Responsibilities: 

The incumbent is accountable for providing a range of administrative support services to management.

  • Assist the unit Head/DG by examining, analyzing, coordinating, prioritizing and organizing the administrative support work for the Branch,
  • Prepare and process various administration requests such as training, human resources, official languages, accommodation, office equipment, information and technology, security and strategic planning,
  • Maintain the Branch's budget by analyzing, reviewing and recommending expenditure requirements, compiling, entering and reconciling financial data into budget system, certifying expenditures and by providing periodic budget reports,
  • Provide the DG with relevant and useful data (ex: budget, performance evaluation, training, human resources, etc.) by developing and maintaining various systems,
  • Liaise with managers/employees on expenditures by ensuring that they comply with policies and regulations and that funds are available,
  • Act as a resource person by providing advice and policy interpretation to managers, employees and external candidates,
  • Control/organize the DG's appointments by scheduling/ rescheduling meetings according to priorities, compiling any background information required or that would be beneficial,
  • Compose and draft written replies on behalf of the DG and review for quality and accuracy outgoing correspondence prepared by others for the DG.

Education

  • Undergraduate degree and one (1) year of experience*.
  • College diploma and three (3) 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.

If you have completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense through a recognized credential assessment service.

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

Experience

*Experience in providing administrative support, including:

  • Planning and coordinating multiple interrelated administrative activities.
  • Scheduling meetings and appointments according to priorities.
  • Dealing with managers and employees at all levels.
  • Providing client services.

Competencies

  • Adaptability/Flexibility
  • Rigour
  • Initiative
  • Organizational skills / multitasking
  • Professionalism
  • Communication

Conditions of Employment

Not Applicable

Notes

The majority of work in our organization must be done in the office and cannot be performed at home.

A written examination will be administered to evaluate communication skills. If successful, applicants will be invited to an interview.

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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