Administrative Assistant
Canadian Security Intelligence Service
Ottawa, ON
Job Summary
The incumbent is responsible for providing a range of administrative support services to management.

Assist the unit Head/Director General (DG) by examining, analysing, 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 analysing, reviewing and recommending expenditure requirements; compiling, entering and reconciling financial data into the 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 and employees.
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 outgoing correspondence for quality and accuracy prepared by others for the DG.
Education
College diploma, in a related field including but not limited to Business Administration, Office Administration or Techniques in Administration, or a combination of education, training and/or 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
Significant experience in providing administrative support such as:

Planning and coordinating multiple interrelated administrates activities.
Organize appointments and meetings according to priorities by arranging and scheduling meetings
Making travel arrangements and/or gather appropriate documentation.

Candidates must also possess:
Recent experience in dealing with managers and employees at all levels.
Recent experience in providing client services.
Significant experience is defined as the depth and breadth of experience that would normally be gained performing the duties for a period of at least three (3) years.
Recent experience is defined as experience with the last five (5) years.
Asset: undergraduate degree in a related field, related to the duties of the position.

Competencies
Adaptability/Flexibility
Rigour
Initiative
Organizational skills / multitasking
Professionalism
Communication
Conditions of Employment
Upon appointment, an employee shall remain in their new position for two (2) years.
Notes
Not Applicable

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.

CSIS is committed to diversity and inclusion and the equitable participation of all Canadians. 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.