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Administrative Assistant - Information Services Directorate

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Job ID: J0921-0779
Classification: SEN-05
Job Type: Indeterminate (Permanent) Full-Time
Location: Ottawa, Ontario
Minimum Salary: 54933/Year
Maximum Salary: 69510/Year
Closing Date: November 29, 2021

About the Senate

The Senate plays a unique role in shaping our country's democracy. As members of the upper house of Parliament, senators examine legislation, study public policy, champion causes and conduct interparliamentary diplomacy.

As a workplace, the Senate is composed of dynamic people representing our nation's diverse talents, backgrounds and perspectives. Build and advance your career by joining a team of dedicated professionals who are committed to excellence in support of senators and the institution.

How will you contribute?

We are looking for a dynamic, self-motivated, highly organized, driven and experienced Administrative Assistant to support the Information Services Directorate in managing and prioritizing competing demands in a fast-paced, results-focused environment. As an Administrative Assistant you will:

• Exercise discretion to better provide confidential, operational and administrative support to the Director by performing a variety of administrative, coordination and logistical services to ensure the smooth functioning of the office;
• Assist in the management of information exchange between Information Services and other directorates which includes keeping up to date on the team’s current activities;
• Coordinate meetings and other events, prepare and circulate relevant meeting notifications, correspondence and agenda materials and record meeting minutes as required;
• Coordinate the procurement of supplies, equipment, services and license management inventory.

Open to

Open to the general public to staff one (1) indeterminate position (full-time) within the Information Services Directorate. This selection process may be used to staff other similar positions in the future.

Prerequisites

• High school diploma OR an acceptable combination of education, training and / or related work experience;
• Minimum three (3) years’ experience providing administrative support in an office environment, offering services such as writing formal correspondence, briefing materials and reports, formatting documents, organizing and scheduling meetings and managing electronic filing systems;
• Solid experience with MS Office products;
• Experience dealing with senior officials and/or parliamentarians;
• Excellent verbal and written communication skills in both official languages and ability to work independently as well as build relationships across the organization;
• Detail oriented, well organized, and able to coordinate and manage competing priorities and timelines;
• Knowledge of finance, the budgetary cycle and procurement processes and/or Unit4 software is considered an asset.

Linguistic Requirements

 

Competencies

Integrity
Respect
Service
Action Management
Communication
Dependability
Teamwork & Cooperation

Other

As per the new Senate Policy on COVID-19 Vaccination, Senate employees must provide proof of their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to verify your vaccination status.

Organizational Needs

The Senate of Canada is committed to building and maintaining an inclusive workplace where all employees are provided full and equal access to employment, development, and advancement opportunities.

Conditions of Employment

Candidates must consent to supply personal information and obtain a security accreditation in order to be eligible for appointment.

How to apply

Alternative selection tool methods and/or reasonable accommodation for special needs are available upon request.

The use of masculine gender in the text includes feminine and is used without discrimination.

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. You must consent to receiving e-mails from our system in your online profile.

The Senate of Canada reserves the right to retain a determined number of candidates who best meet the essential requirements of the position.

The Senate of Canada is a separate and distinct employer from the federal public service and is not subject to the Public Service Employment Act.

We thank all those who apply to this selection process.

The posting closes at 11:59 p.m. EST on the closing date stated above.