Administrative Assistant
National Capital Commission
Ottawa, ON
Summary
The Public Affairs Division of the Public and Corporate Affairs Branch is looking for an Administrative Assistant for a permanent position. The position is classified as an RÉ-03 ($47,260 to $59,813 per annum). Candidates have until Tuesday, September 24th, 2019 to submit their application.

About Us
While its mandate reaches back over a century, the National Capital Commission’s mission looks decades ahead to ensure that the planning, development, conservation and improvement of our nation’s capital reflect its all-important role and stature as Canada’s seat of government. This is a moment of great potential: your opportunity to contribute your talent and creativity in an innovative way, and ensure that Canada’s Capital continues to be a signature capital — unique, distinct and authentically symbolic of the country as a whole. Join a team of 450 passionate individuals who have one goal in mind: building a capital that is a source of pride for all Canadians, and a legacy for generations to come.

Detailed Job Description
The Administrative assistant provides general administrative services and operational tasks, including processing/coordinating documentation, maintaining calendars, scheduling meetings, screening calls, preparing meeting minutes, screening incoming mail and ordering office supplies, maintaining systems such as filing, correspondence, follow-up’s and reminders to support the functioning of the Public Affairs team; must be proficient in MS Outlook and MSWord.

The incumbent provides support to team members involved in the logistical work required to organize public consultations, community meetings, Capital Urbanism Lab lectures and other similar events (welcoming guests, creating and printing lists, preparing name badges and information packages, coordinating catering needs, etc.) A flexible schedule will be required at times given that some activities (ie. public consultations) occur before or after regular working hours

The incumbent processes and monitors operational/administrative and financial requests, entering and validating information in on-line systems (such as processing training requests, provisioning and de-provisioning, leave applications, etc.). The incumbent develops and maintains internal tracking/reporting tools and control systems (for items such as budgets maintenance and tracking, expenses, travel, leave applications, etc.).

The incumbent provides telephone/reception services, answering routine inquiries and re-directing or recording information for messages, prepares various documentation from written or verbal instructions. The incumbent may coordinate requests and logistics for training, conferences, hospitality and travel arrangements.

The incumbent is expected to provide high level quality client services to both internal and external clients by responding in a timely, respectful, constructive and responsive manner.

REQUIREMENTS

Post-secondary diploma in Office Administration or an appropriate discipline related to the position or an acceptable combination of education, training and experience related to the position.

Bilingual imperative: English CBC / French CBC

A minimum of one (1) year of experience in each of the following criteria:

Progressive responsibilities in general office administration;

Provision of administrative support services to a working team;

Working simultaneously with different groups within a multi-disciplinary environment with conflicting priorities; and

Experience in frontline customer service, event support and an advanced proficiency in MS Office will be considered as assets.

Knowledge:
Of the National Capital Commission, its mandate and its programs;

Of the roles, responsibilities and necessary duties for the proper functioning of an executive’s office; and

Of proofreading and writing techniques such as grammar, punctuation and spelling.

Capacities:
To compile, analyse, prepare, organize and maintain information in an efficient manner;

To set and resolve conflicting priorities;

To work under pressure and meet tight deadlines;

To interact in a tactful, polite and courteous manner with the general public;

To communicate effectively both verbally and in writing; and

To prioritize and organize workload and work with minimum supervision.

CONDITIONS OF EMPLOYMENT

Possess or be eligible to obtain a secret security clearance;

Possess a valid driver’s license;

The successful candidate may be required to work overtime (evenings, weekends and public holidays) on occasion.

The NCC is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily in their application if they are a woman, an Indigenous person, a person with a disability or a member of a visible minority group.

The NCC is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted regarding this competition, please advise the Human Resources representative of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. If you require additional information on the position or if you are experiencing technical difficulties, please contact us at hr.recruitment@ncc-ccn.ca.

Hearing impaired and speech impaired persons can contact us through a Teletype Device (TTY) at (613) 239-5090 or 1-866-661-3530 (toll free).

This process may be used to create a list of qualified candidates to staff similar positions with various tenures, security levels or linguistic profiles within the National Capital Commission.

Candidates must meet the essential qualifications; your résumé must clearly demonstrate how you meet the requirements. Candidates may be required to meet the asset qualifications depending on the requirements of the specific position being staffed. Meeting one or many of the asset qualifications may be a deciding factor in selecting a particular candidate amongst the qualified candidates. Please note that one, some or all of the asset qualifications could be used at any phase of the selection process.

A short list of candidates will be selected for interview and/or exam based on a combination of experience, career progression and achievements, and overall presentation in the application.

Please note that in addition to all assessment methods, correspondence and communication in relation to this selection process may also be used to assess certain qualifications.

We thank all those who apply. Only those selected for further consideration will be contacted.

  • The male form used in this offer refers to both women and men.