Administrative Officer

The Administrative Officer coordinates and plans various administrative activities, provides administrative services and advice related to one or more administrative fields.

• Plans and coordinates various administrative requirements as well as perform administrative activities in accordance with policies and administrative practices and procedures related to one or more administrative fields such as human resources, finance, procurement, budgeting, records/information management, technology/equipment support, and/or other general administrative duties.
• Composes administrative memos and correspondence; researches and collates information to create/prepare/produce administrative documents, reports, tables and presentations; tracks /logs information and/or data.
• Coordinates requirements, logistics and preparation of documents, materials and forms related to travels, visits, meetings, interviews, conferences and/or other events.
• Develops, maintains and updates administrative procedures, tools and tracking systems including logs, spreadsheets to meet administrative requirements; manages and tracks branch information and activities.
• Acts as main point of contact for administrative requests and serves as a resource person providing administrative advice on policies, procedures and best practices.

Administrative Officer, Regional Director General – Toronto and Burnaby:

• Examine, analyse, coordinate and organize the administrative support work for the offices of the DG and Executive Management
• Direct/Monitor employees engaged in providing support services for the Branch/Region by planning and prioritizing workload, and by providing direction and guidance on procedures and policies.
• Monitor and control the Branch/Region budget by providing historical data, recommending budget forecast, certifying expenditures and by providing periodic budget reports to the DG.
• Provide the DG with relevant and useful data (ex: budget, performance evaluation, training, human resources, etc.) by developing and maintaining various systems.
• Establish work methods and administrative procedures for the Branch/Region.
• Control/organize the DG's appointments by scheduling/ rescheduling meetings according to priorities, compiling any background information required or that would be beneficial.
• Assist the DG with sending out regional messages as requested and provide a quality control, review function to ensure accuracy for outgoing correspondence prepared by either the DG or others for the DG where required.
• Serve as a resource person and intermediary for senior managers, other managers and employees of the region/branch.
• Perform the coordination duties for high level internal and external visits, IT, Official Languages and Training, etc.
• Drive to collect necessary documents, supplies, etc. for the DG as needed. 

• University certificate or College diploma and two (2) years of experience*, or
• High school diploma and four (4) years of experience*.

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

• Experience in providing administrative support.
• Experience planning and coordinating multiple interrelated administrative activities, such as fleet, management, tracking budgets/contingency, mailroom activities and providing support to Facilities or IT.
• Experience dealing with managers and employees at all levels.
• Experience providing client services.

• Professionalism
• Client Service
• Organizational/ multi tasking
• Rigour
• Communication
• Teamwork 

Assets

Administrative Officer, Regional Director General –Burnaby:

• Have a valid Canadian driver’s licence. The successful candidate is required to have and maintain a valid driver’s licence throughout the assignment period.

Conditions of Employment

Administrative Officer, Regional Director General – Toronto:

• Have a valid Canadian driver’s licence. The successful candidate is required to have and maintain a valid driver’s licence throughout the assignment period. 

Official Language (OL) Proficiency

• British Columbia Region and Prairie Region: English Essential
• Toronto Region: English Essential
• Ottawa: Bilingual Imperative (BBB/BBB)

This selection process may be used to staff anticipated vacancies or other similar positions with various language requirements. Therefore, we encourage all interested candidates to apply. Second language evaluations will be offered to candidates. For more information on language requirements: (external link www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/language-requirements-candidates). 

Location of positions:

• Burnaby, British Columbia
• Ottawa, Ontario
• Calgary, Alberta (anticipatory)
• Toronto, Ontario – Administrative Officer, Regional Director General

While we continue to explore opportunities for flexible work arrangements, most roles in our organization require an in-office presence. However, alternative options may be available for certain positions, depending on their specific requirements.

If you need accommodations during the recruitment process, please mention it to the HR representative.