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Title : Administrative Assistant - National Capital Commission - Ottawa (Ontario)
link : Administrative Assistant - National Capital Commission - Ottawa (Ontario)
Administrative Assistant - National Capital Commission - Ottawa (Ontario)
- Closing Date
- 4 Feb 2018
- Location
- Ottawa ON
- Type
- Full-Time
- 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 ($44,742 to $56,628 per annum). Candidates have until February 4th, 2018 to submit their application.
About Us
The National Capital Commission (NCC) is the federal Crown Corporation dedicated to ensuring that Canada’s Capital is a dynamic and inspiring source of pride for all Canadians and a legacy for generations to come. Building on more than a century of experience, the NCC provides unique value in the Capital Region by fulfilling three specific roles: long-term planner of federal lands, principal steward of nationally significant public places, and creative partner committed to excellence in development and conservation.
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, tracking, BF 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
Knowledge:
Capacities:
CONDITIONS OF EMPLOYMENT
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).
As a result of this competition, we may establish an inventory of potential candidates that may serve to staff similar positions.
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.
- Bilingue 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.
- 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).
As a result of this competition, we may establish an inventory of potential candidates that may serve to staff similar positions.
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