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Classifications Stream 1

Office Support

Clerk, Accounting

An Accounting Clerk's main task is to process information related to the daily financial operations of the department or agency by manual, written, verbal or electronic means. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, etc.) and accounting software, the ability to communicate effectively orally and in writing, and general accounting and mathematics abilities.

Major Duties:

  • Calculating, preparing and issuing documents related to accounts such as bills, invoices, inventory reports, account statements and other financial statements using computerized and manual systems
  • Coding, totalling, batching, entering, verifying and reconciling transactions such as accounts payable and receivable, payroll, purchase orders, cheques, invoices, cheque requisitions and bank statements in a ledger or computer system or both
  • Providing general clerical support, including data inputting, processing and updating; routing correspondence; maintaining bring-forward systems; answering the telephone; operating telephone switching systems; and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents

Junior

Duties include the performance of routine, repetitive tasks of low complexity involving a limited number of clearly defined procedures and instructions. Work performed is subject to review while in progress.

Typical duties may include:

  • Processing accounts payable data
  • Referring client inquiries to the appropriate person
  • Matching invoices to contractual documents (e.g. purchase orders, call-ups)
  • Assisting in the maintenance of stationery and supply records
  • Filing and retrieving material

Minimum Mandatory Qualifications:

Education

  • Secondary school diploma or an acceptable combination of education, training and experience
Intermediate

Familiarity with accounting procedures and with processing accounts payable and accounts receivable items is required.

Typical duties may include:

  • Processing payments and invoices
  • Responding to client inquiries
  • Assisting in the compilation of budget data and documents based on estimated revenues, expenses and previous budgets

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of relevant experience
Senior

Tasks include providing client service related to client accounts and providing administrative support to accounting staff.

Typical duties may include:

  • Retrieving financial data
  • Coding and auditing invoices
  • Reconciling accounts with general ledger
  • Preparing period statements, cost statements and reports
  • Calculating the costs of materials, overhead and other expenses based on estimates, quotations or price lists

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience

Asset Qualifications:

  • Successful completion of post-secondary program courses in business, accounting or a related field from a recognized post‑secondary institution, or an acceptable combination of education, training and experience may be required
Advanced

Tasks include providing client service related to client accounts, providing administrative support to accounting staff and providing guidance regarding work completed by other clerical support staff.

Typical duties may include:

  • Retrieving financial data
  • Coding and auditing invoices
  • Reconciling accounts with general ledger
  • Preparing period statements, cost statements and reports
  • Calculating costs of materials, overhead and other expenses based on estimates, quotations or price lists
  • Providing advice and administrative support in areas of finance and budgeting
  • Coordinating and preparing all aspects of financial and budget administration
  • Preparing financial statements
  • Verifying and balancing transactions

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Asset Qualifications:

  • Certificate, diploma or degree in business, accounting or a related field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Experience with the Government Financial System (GFS) may be required

Clerk, Access to Information & Privacy (ATIP)

An ATIP Clerk compiles, verifies, records and processes forms and documents by manual, written, verbal or electronic means in accordance with established procedures, guidelines and schedules. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, RDIMS, etc.) and the ability to communicate effectively orally and in writing.

Major Duties:

  • Providing general clerical support, including input, processing and updating of data
  • Routing correspondence and maintaining bring-forward systems
  • Answering the telephone, operating telephone switching systems and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
  • Preparing correspondence, reports, statements and other material
Junior

Duties include the performance of routine, repetitive tasks involving a number of clearly defined procedures and instruction. Work performed will be subject to review while in progress and the  resource will report to a more senior clerical level.

Typical duties may include:

  • Entering data
  • Filing, e-filing and retrieving documents
  • Addressing and filling envelopes
  • Photocopying, faxing and scanning documents
  • Entering data in databases, spreadsheets and inventories
  • Collating, separating and organizing documents
  • Distributing mail

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience
Intermediate

Duties include providing assistance to more senior staff in the completion of various tasks. Work performed is subject to review while in progress.

Typical duties may include:

  • Assisting in the preparation of correspondence, reports, statements and other documents
  • Assisting in the processing of applications and forms
  • Assisting in the maintenance of records
  • Processing database, spreadsheet and inventory information
  • Sending, receiving and distributing internal and external mail
  • Completing courier forms and dispatching couriers

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of relevant experience
Senior

The ability to organize tasks and meet deadlines is required. Work performed will be subject to review initially and at completion rather than throughout the process and the resource will report to an Administrative Officer or Clerical Manager.

Typical duties may include:

  • Collecting, recording, arranging, transmitting and processing information
  • Processing invoices, expenditures, receipts and other financial information
  • Processing applications and forms
  • Drafting correspondence, reports, statements and other documents
  • Updating, adding and retrieving documents using the intranet system
  • Maintaining inventories, databases and records
  • Assisting in the control of stationery and office supplies inventory
  • Assisting in the maintenance of office equipment
  • Sending, receiving and distributing internal and external mail

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience
Advanced

The ability to plan, organize work, prioritize tasks and meet conflicting deadlines is required. Work performed will be subject to review upon completion and the resource will report to an Administrative Officer or Clerical Manager.

Typical duties may include:

  • Editing, proofreading and finalizing correspondence, reports, statements, invoices, forms, presentations and other documents
  • Verifying applications, receipts, expenditures, forms and other documents
  • Maintaining and controlling stationery and office supplies inventory
  • Maintaining office equipment and arranging for service
  • Organizing and coordinating the flow of work for general office and data entry clerks

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Asset Qualifications:

  • Experience working with confidential and secure information may be required

Clerk, Compensation

A Compensation Clerk's main tasks are to collect, verify and process payroll and benefits information for employees within a department. Skills and abilities required include familiarity with general office and payroll procedures, the use of standard office equipment and software (Windows XP, Word, Excel, etc.), and general accounting and mathematical abilities.

Major Duties:

  • Routing correspondence and maintaining bring-forward systems
  • Inputting, processing and updating data
  • Providing information on benefits, such as the Public Service Health Care Plan and the Public Service Superannuation Plan, to employees within the department
  • Answering the telephone, operating telephone switching systems and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
  • Preparing correspondence, reports, statements and other material
Junior

Ability to use an automated pay and benefits system, such as a Human Resources Management System (HRMS), with supervision by senior staff is required. In addition, an understanding of the processing of pay and benefits entitlements as well as bookkeeping and payroll administration is required.

Typical duties may include:

  • Maintaining records of attendance, leave and overtime to calculate pay and benefits entitlements using manual or computerized systems
  • Completing, verifying and processing forms and documentation for the administration of benefits, such as pension plans, leave entitlements, employment and medical insurance
  • Preparing T4 statements, Records of Employment and other related documents
  • Compiling statistical reports, statements and summaries related to pay and benefits accounts
  • Creating spreadsheets to facilitate data analysis
  • Responding to inquiries about pay and benefits

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Asset Qualifications:

  • Successful completion of additional courses in accounting, bookkeeping or payroll administration at the secondary level or from a recognized post-secondary institution may be required
Intermediate

Ability to use automated pay and benefits systems, such as an HRMS, with little supervision and experience processing pay and benefits entitlements as well as bookkeeping or payroll administration or both is required.

Typical duties may include:

  • Preparing and verifying statements of earnings indicating gross and net salaries and deductions such as taxes, union dues, garnishments, insurance and pension plans
  • Preparing salary and benefits payments by cheque or electronic transfer
  • Completing, verifying and processing forms and documentation for the administration of benefits, such as pension plans, leave entitlements, employment and medical insurance
  • Providing information on payroll matters, benefit plans and collective agreement provisions
  • Providing compensation information regarding allowable salary increases, job offers and salary ranges
  • Compiling statistical reports, statements and summaries related to pay and benefits accounts
  • Calculating pay increases and making adjustments to salaries

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience  

Experience:

  • Minimum of three years of experience in a compensation environment  

Asset Qualifications:

  • Certificate, diploma or degree in bookkeeping, accounting or payroll administration from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Current and valid Payroll Management Certification may be required
Senior

Ability to use automated pay and benefits systems, such as an HRMS, and experience processing payroll and benefits information is required. The compensation information being processed will be from employees at the executive (EX classification) level.

Typical duties may include:

  • Preparing and verifying statements of earnings, indicating gross and net salaries and deductions such as taxes, garnishments, insurance and pension plans
  • Preparing salary and benefits payments by cheque or electronic transfer
  • Completing, verifying and processing forms and documentation for administration of benefits such as pension plans, leave entitlements, employment and medical insurance, etc.
  • Providing information on payroll matters, benefit plans, and terms and conditions of employment
  • Compiling statistical reports, statements and summaries related to pay and benefits accounts
  • Providing compensation information with regards to allowable salary increases, job offers and salary ranges
  • Preparing and balancing period-end reports and reconciling issued payrolls to bank statements
  • Calculating pay increases and making adjustments to salaries
  • Providing information to the Head of the HR Division on pay and benefits issues

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of experience in a compensation environment  

Asset Qualifications:

  • Certificate, diploma or degree in bookkeeping, accounting or payroll administration from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Payroll Management Certification may be required
  • Experience in providing guidance and training to junior team members may be required

Clerk, Data Entry

A Data Entry Clerk’s tasks are related and subject to the day-to-day operations of the federal government and its agencies. The main task is the entry of data from a material source and the transcription of the information to a computer software program. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, etc.) and an attention to detail when entering data. A minimum number of keystrokes per hour, minimum speed and accuracy may be required.

Major Duties:

  • Set up and operate key-driven (numeric, alphabetic or alpha-numeric) systems to transcribe coded, statistical and other information from source materials onto tapes, disks, diskettes or other recording media in a form suitable for computer processing.
Junior

Working under direct supervision, using personal computers or inventory software or both, the tasks will involve the entry of routine, non-complex data.

Typical duties may include:

  • Entering alphabetic, numeric or symbolic data from source documents following a predetermined format
  • Receiving and registering invoices, forms, records and other documents for data capture
  • Verifying accuracy and completeness of data prior to the supervisor’s check

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience  
Intermediate

Duties include the performance of routine, repetitive tasks of low to medium complexity involving a limited number of clearly defined tasks. In addition, the coding of documents prior to inputting may be required. Work performed will be subject to review while in progress.

Typical duties may include:

  • Entering data from various sources and formats into an electronic computer according to a pre-described format
  • Verifying data entered by checking printouts for errors and correcting as required
  • Assisting in data collection and compilation
  • Identifying, labelling and storing diskettes, disks and tapes
  • Organizing data according to user requirements
  • Filing or routing source documents after entry

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience  

Experience:

  • Minimum of one year of relevant experience  
  • Minimum of three months of experience using personal computers and inventory software under direct supervision to record and verify data from a variety of non-complex and complex sources
Senior

Duties include the performance of routine, repetitive tasks of medium to high complexity involving a number of defined tasks. In addition, tasks may include quality control of data entry. Work performed will be subject to review after completion.

Typical duties may include:

  • Correcting and editing the content and format of recorded data as required
  • Preparing source documents for entry
  • Maintaining libraries of diskettes, disks and tapes
  • Inputting and/or exporting data into computerized databases, spreadsheets or other templates using an optical scanner, speech recognition software or other data entry tools
  • Ensuring the integrity of data
  • Performing data searches; recording and analyzing the results
  • Training inexperienced operators and prioritizing assignments

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience  

Experience:

  • Minimum of three years of relevant experience
Advanced

Duties include monitoring the data entry process of other operators, assigning work and schedules, resolving data integrity issues and coordinating with other areas or departments. Tasks are typically of medium to high complexity and the work performed will be subject to little or no review upon completion.

Typical duties may include:

  • Coordinating the collection of data from point of origin
  • Participating in the pre-processing of data to locate missing information and to make corrections as necessary
  • Performing statistical reporting and data analysis to ascertain the accuracy of data entered
  • Designing and maintaining procedures to ensure that information and files are managed in accordance with department and government standards and directives
  • Taking minutes at staff meetings
  • Monitoring the system for malfunctions
  • Designing spreadsheet or database layouts
  • Modifying existing documents, tables and reports
  • Creating new forms as needed
  • Proofreading departmental documents
  • Coordinating and monitoring the activities of other operators

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Clerk, Finance

The Financial Clerk's main task is to process financial information by manual, written, verbal or electronic means. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, etc.) and accounting software, the ability to communicate effectively orally and in writing, and the possession of general accounting and mathematical abilities.

Major Duties:

  • Coding, totalling, batching, entering, verifying and reconciling transactions such as accounts payable and receivable, payroll, purchase orders, cheques, invoices cheque requisitions, and bank statements in a ledger or computer system or both
  • Providing general clerical support, including data inputting, processing and updating; routing correspondence; maintaining bring-forward systems; answering the telephone; operating telephone switching systems; and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
Junior

Experience in the provision of financial support services, including processing claims and invoices for payment along with an understanding of generally accepted accounting principles are required.

Typical duties may include:

  • Inputting information into a financial management system
  • Selecting, validating and inputting information in the system
  • Providing administrative and financial support services
  • Processing accounts payable and accounts receivable
  • Tracking documents and maintaining a filing system

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience.
Intermediate

Tasks include the application of financial management policies and procedures and the reconciliation of financial accounts.

Typical duties may include:

  • Providing financial support services
  • Processing accounts payable and accounts receivable
  • Tracking documents and maintaining a filing system
  • Maintaining and updating a financial management system
  • Selecting, validating and inputting information in the system
  • Preparing a variety of financial tables and reports

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience

Asset Qualifications:

  • Certificate, diploma or degree in business, accounting or a related field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Experience with the Government Financial System (GFS) may be required
Senior

Experience in the application of generally accepted accounting principles and familiarity with their relevance and application to government financing are required.

Typical duties may include:

  • Providing financial support services
  • Auditing and processing accounts payable and accounts receivable
  • Tracking documents and maintaining a filing system
  • Researching and analyzing financial data
  • Maintaining and updating a financial management system
  • Conducting inquiries or research to resolve financial issues
  • Analyzing budgets and preparing reports
  • Assisting in the preparation of financial statements
  • Preparing a variety of financial tables and reports

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience  
  • Experience with the Government Financial System (GFS)

Asset Qualifications:

  • Certificate, diploma or degree in business, accounting or a related field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Clerk, General Office

A General Office Clerk’s main task is to process information related to the daily internal operations of the department or agency by manual, written, verbal or electronic means. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, RDIMS, etc.) and the ability to communicate effectively orally and in writing. The possession of general accounting and mathematical abilities may be required.

Major Duties:

  • Providing general clerical support, including data inputting, processing and updating; routing correspondence; and maintaining bring-forward systems
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
  • Preparing correspondence, reports, statements and other material
Junior

Duties include the performance of routine, repetitive tasks of low complexity according to established procedures and instructions. Work performed will be subject to review while in progress and the  resource will report to a senior Administrative Officer or Clerical Manager.

Typical duties may include:

  • Entering and processing data
  • Performing a variety of functions related to the receiving and distribution of mail, including collating, addressing and filling envelopes
  • Photocopying, faxing and scanning documents
  • Maintaining bring-forward systems
  • Performing document and file management functions, including e‑filing

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience
Intermediate

The resource will assist senior staff in the completion of several tasks. Work performed will be subject to review while in progress and the resource will report to a senior Administrative Officer or Clerical Manager.

Typical duties may include:

  • Assisting in the preparation of correspondence, reports, statements and other documents
  • Assisting in the processing of applications and forms
  • Assisting in the maintenance of records
  • Processing database, spreadsheet and inventory information
  • Sending, receiving and distributing internal and external mail
  • Completing courier forms and dispatching couriers
  • Processing and tracking correspondence (internal and external)

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of relevant experience
Senior

The resource will possess the ability to organize tasks and meet deadlines. Work performed will be subject to review while in progress and the resource will report to a senior Administrative Officer or Clerical Manager.

Typical duties may include:

  • Drafting correspondence, reports, statements and other documents
  • Updating, adding and retrieving documents using the intranet system
  • Collecting, recording, arranging, transmitting and processing information
  • Processing invoices, expenditures, receipts and other financial information
  • Processing applications and forms
  • Maintaining inventories, databases and records
  • Sending, receiving and distributing internal and external mail
  • Updating, adding and retrieving documents using the intranet system
  • Assisting in the control of stationery and office supplies inventory
  • Assisting in the maintenance of office equipment

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience
Advanced

The ability to plan, organize work, prioritize tasks and meet conflicting deadlines; and experience providing administrative or clerical support in a public or private sector environment are required. Work performed will be subject to little or no review and the resource will report to a senior Administrative Officer or Clerical Manager.

Typical duties may include:

  • Editing, proofreading and finalizing correspondence, reports, statements, invoices, forms, presentations and other documents
  • Verifying applications, receipts, expenditures, forms and other documents
  • Maintaining stationery and office supplies inventory
  • Maintaining office equipment, arranging for service

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Asset Qualifications:

  • Certificate, diploma or degree in Office Administration or a related field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Clerk, Human Resources

A Human Resources Clerk's main task is to provide support services for human resources activities as carried out by managers and Human Resources Officers. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, etc.) along with strong communication skills, and the ability to organize and prioritize his or her workload.

The position may also require specialization in one discipline (classification, compensation, employment equity, labour relations, planning, staffing or training and development) or it may involve generalist duties.

Major Duties:

  • Processing, verifying and registering documentation related to human resources activities
  • Filing, e-filing and retrieving documents
  • Providing general clerical support, including data inputting, processing and updating; routing correspondence; and maintaining bring-forward systems
  • Answering the telephone, operating telephone switching systems and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
Junior

Duties include the performance of routine, repetitive tasks of medium complexity involving a limited number of clearly defined procedures and instructions.

Typical duties may include:

  • Responding to inquiries from employees or the general public or both concerning employment opportunities, status of staffing processes, basic compensation and benefits information, etc.
  • Obtaining and verifying information for employee records
  • Providing forms and documents upon request, such as benefits manuals or claim forms, employment applications, leave requests and training applications
  • Assisting in the preparation of documents such as job postings and descriptions, letters of offer, letters of acknowledgement, organizational charts and training materials
  • Participating in the screening of candidates by obtaining further information or verifying credentials, when directed

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience
Intermediate

Experience within the position's specialized area of human resources may be required. Knowledge of, or experience with, Systems, Applications and Products (SAP) and a Human Resources Management System (HRMS) may be required.

Typical duties may include:

  • Preparing documents such as job postings and descriptions, letters of offer, letters of acknowledgement, organizational charts and training materials
  • Assisting Managers and HR Officers in completing rating guides after conducting interviews
  • Assisting in the creation of Statements of Merit Criteria, rating guides, etc.
  • Arranging and administering Public Service Commission tests
  • Maintaining confidential documents, such as compensation records, employment histories, training records, performance evaluations and grievances
  • Coordinating on-site job analysis and interviews with managers, employees and external consultants for classification purposes
  • Arranging for job postings on the Internet through the Public Service Commission
  • Assisting in the screening and rating of job applicants and conducting reference checks
  • Assisting in the administration of priorities through the Public Service Commission

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of three years of relevant experience

Asset Qualifications:

  • Successful completion of post-secondary courses in Human Resources, Industrial Relations, Labour Relations, Staff Relations, Business Administration or a related discipline; or training, workshops or experience in a field related to the position is considered an asset.
Senior

Experience related to the specialized area of human resources as well as advanced knowledge of, or experience with, SAP and an HRMS may be required.

Typical duties may include:

  • Verifying documents such as job postings and job descriptions prior to submission to translation services or the Public Service Commission for web posting
  • Preparing and distributing documents, including letters of offer, letters of acknowledgement, organizational charts and training materials
  • Assisting Managers and HR Officers in conducting reference checks, verifying information in resumés and identifying discrepancies in the information collected
  • Compiling and tabulating statistics to support compensation and benefits practices, such as leave records and administration of salary increases
  • Starting and maintaining confidential records, such as compensation records, employment histories, training records, performance evaluations and grievances
  • Participating in the screening of employment candidates by conducting and evaluating reference checks, obtaining further information or verifying information in resumés, and identifying discrepancies in the information collected
  • Assisting Managers and HR Officers in conducting employee orientation and information sessions

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma  
  • Certificate, diploma or degree in Human Resources, Industrial Relations, Labour Relations, Staff Relations, Business Administration or a related discipline from a recognized post‑secondary institution, or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Asset Qualifications:

  • Demonstration of continuous advancement towards obtaining certification as a Human Resources Professional (CHRP) may be required.

Clerk, Legal

Legal clerks are employed in a variety of legal practice areas within the federal government, including civil litigation, criminal prosecutions, tax law, property law, advisory services and legislative drafting. Legal clerks assist in preparing for and attending hearings, conducting legal research, interviewing witnesses, managing evidence and drafting legal documents. The resource will work as part of a multidisciplinary team that may include counsel, information technology specialists and other experts. The demonstration of applied and current knowledge of military and criminal jurisprudence and practice, as well as law and practice under other federal statutes, in order to apply precedents and legal principles to particular case situations is required. Skills and abilities required include familiarity with general office procedures and the use of standard office equipment and software(Windows XP, Word, Excel, RDIMS, etc.).

Major Duties:

  • Providing general legal support of a clerical nature, including data inputting, processing and updating; and routing correspondence
  • Maintaining a bring-forward system encompassing various stages of litigation
  • Answering the telephone, operating telephone switching systems and taking messages
  • Performing document and file management functions, including e‑filing
  • Photocopying, faxing and scanning documents
  • Assembling documentary evidence, preparing trial briefs and arranging for trials
  • Assisting lawyers by interviewing clients, witnesses and other related parties
  • Researching records, court files and other legal documents
  • Preparing correspondence, reports, statements and other material
Junior

In order to provide a consistent level of service while adhering to time limitation deadlines imposed by statutes and court rules, familiarity with the theories, principles and procedures of the Canadian Parliamentary and Canadian court systems is required.

Typical duties may include:

  • Conducting legal and factual research upon request
  • Preparing a variety of legal documents (e.g. Orders, Motions, Affidavits and applications for the prosecutors)
  • Helping to format documents properly for the regions and legal services in prosecution matters
  • Registering and assigning dockets to the appropriate lawyer
  • Compiling and coordinating trials and appeal reports
  • Ensuring that the information contained in each file is complete and accurate at each stage of the criminal litigation process before forwarding it for further action
  • Reporting to and answering queries from investigators, defence counsel, crown and senior counsels, support staff and the general public in relation to case files

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Asset Qualifications:

  • Successful completion of courses from a recognized post‑secondary institution related to administration in a legal environment, or an acceptable combination of education, training and experience may be required
Intermediate

Familiarity with the Canadian legal process is required to facilitate the analysis of and response to various requests for assistance. The work performed will be subject to little or no review.

Typical duties may include:

  • Managing ad hoc file assignments of daily events in relation to court and counsel
  • Requesting additional files or information where required
  • Ensuring that all files have been properly screened prior to counsel's receipt of documentation

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of three years of experience as a law clerk

Asset Qualifications:

  • Certificate, diploma or degree related to administration in a legal environment from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Experience as a law clerk within the federal government may be required
Senior

Knowledge of the theories, principles and procedures of the Canadian Parliamentary and Canadian court systems, as well as the methods, techniques and practices of advocacy, legal document drafting, legal analysis, reasoning, critical thinking and research necessary to speak to matters in arraignment Court or other administrative tribunals is required. Familiarity with the specific department or agency's mandate, structure, culture and policies, and the procedures and role of the Crown in the conduct of prosecutions at trials by court martial and appeals is also required. Duties include facilitating information storage, ensuring easy retrieval and proper retention period of records as well as ensuring the secure handling and storage of classified and sensitive material.

Typical duties may include:

  • Organizing, coordinating the completion of a weekly report and distributing the report to counsel
  • Participating in the assignment of cases to prosecutors
  • Attending and speaking to matters at Court
  • Training new articling or summer students in Federal Court procedures
  • Assisting the Deputy Director to identify cases which raise important questions or are of a complex nature so as to ensure that cases are properly profiled for assignment to prosecutors and staff lawyers
  • Participating with the Director in the allocation and distribution of cases by maintaining an inventory of upcoming unallocated prosecutions via a weekly report
  • Developing new office procedures and keeping current staff informed of changes in this regard
  • Training new staff on office procedures
  • Providing advice and guidance to support staff
  • Responding to enquiries from staff counsel and outside agencies, which include defence counsel, trial coordinators, clerks of the court or registrars, police officers, police or other investigative agencies, and officials of the department and other departments, with respect to policies, procedures and statutes
  • Preparing and drafting court documents for prosecutions and appeals

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of five years of experience as a law clerk

Asset Qualifications:

  • Certificate, diploma or degree related to administration in a legal environment from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • Experience as a law clerk within the federal government may be required

Clerk, Library

Library Clerks are responsible for the basic operational functions related to the daily internal operations of a library or document centre and will possess knowledge of administrative practices as well as the general rules and regulations. Skills and abilities required include familiarity with general office procedures, and the use of standard office equipment and software (Windows XP, Word, Excel, Access, RDIMS, etc.).

 

Major Duties:

  • Issuing and receiving library materials
  • Performing circulation desk duties
  • Sorting and shelving books and related materials
  • Providing general library information to users
Junior

Duties include the performance of routine, repetitive tasks involving a limited number of clearly defined procedures and instruction under direct supervision. The resource will report to a Librarian or to relevant senior staff.

Typical duties may include:

  • Shelving material
  • Performing loose-leaf maintenance
  • Labelling and repairing resources
  • Filing and e-filing documents
  • Performing word processing tasks
  • Answering basic reference questions

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience
Intermediate

Duties include the performance of routine, repetitive tasks involving a number of clearly defined procedures and instructions. Basic knowledge of administrative practices affecting library services is required. Work will be subject to review while in progress and the  resource will report to a Librarian or relevant professional staff.

Typical duties may include:

  • Maintaining journal subscriptions
  • Maintaining databases and inventories
  • Shelving material and performing loose-leaf maintenance
  • Labelling and repairing resources
  • Filing and e-filing documents, occasional word processing tasks

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of relevant experience
Senior

The ability to organize tasks and meet deadlines is required. Work performed will be subject to review initially and at completion rather than throughout the process and the resource will report to a Librarian or relevant professional staff.

Typical duties may include:

  • Performing circulation and stack management functions
  • Assisting the Librarian in providing basic reference services
  • Processing invoices, expenditures, receipts and other financial information
  • Drafting correspondence, reports, statements and other documents
  • Assisting in the control of stationery and office supplies inventory
  • Assisting in the maintenance of office equipment
  • Maintaining journal subscriptions
  • Maintaining databases and inventories
  • Shelving material and performing loose-leaf maintenance
  • Labelling and repairing resources

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience
Advanced

The ability to plan, organize work, prioritize tasks and meet conflicting deadlines is required. Work performed will be subject to review upon completion and the resource will report to a Senior Librarian or senior professional staff.

Typical duties may include:

  • Editing, proofreading and finalizing correspondence, reports, statements, invoices, forms, presentations and other documents
  • Verifying receipts, expenditures, forms and other documents
  • Maintaining and controlling stationery and office supplies inventory
  • Maintaining office equipment and arranging for service
  • Performing circulation and stack management functions
  • Overseeing the maintenance of journal subscriptions, databases and inventories
  • Assisting the Librarian in providing basic reference services

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of relevant experience

Clerk, Mail Room

A Mail Room Clerk’s main tasks require familiarity with general mailroom procedures, the use of standard office equipment and office software (Windows XP, Word, Excel, Access, etc.) and strong organizational skills.

Major Duties:

  • Receiving, processing, sorting and distributing incoming and outgoing mail, faxes, messages and courier packages both manually and electronically
  • Maintaining address databases and producing personalized mailing
  • Printing and photocopying material
  • Addressing and stuffing envelopes
  • Weighing, calculating, affixing proper postage
  • Bundling letters, parcels, registered mail and courier envelopes by postal code or method of mailing or both
  • Operating and maintaining print shop and mailing house equipment
  • Routing mail to the proper delivery stream
  • Sorting mail according to destination
  • Signing or obtaining signatures from recipients for registered or special delivery mail and keeping records
  • Searching directories to find the correct address for redirected mail
Junior

Duties include the performance of routine, repetitive tasks of low complexity involving a limited number of clearly defined procedures and instructions. Work performed will be reviewed while in progress.

Typical duties may include:

  • Collating, stuffing envelopes, adhering labels
  • Completing courier forms and dispatching couriers
  • Photocopying, filing, e-filing and retrieving material
  • Lifting and carrying boxes up to 40lbs.

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Asset Qualifications:

  • Additional training or experience with specific computer software applications may be required
Intermediate

Tasks will be performed based on the selection from among several established procedures or, occasionally, deviating from the established procedures. The main duties will be updating and maintaining records, posting routine work and preparing correspondence for review.

Typical duties may include:

  • Verifying envelopes and documents for correct names, addresses and descriptions
  • Proofreading for typing errors
  • Gathering statistics and other types of records and preparing routine reports
  • Coding and processing invoices
  • Maintaining filing system(s)
  • Assisting in the maintenance of stationery and supply records

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of relevant experience
Senior

Duties include providing working support to a specific management position. Skills required include the possession of strong organization and communications skills, the exhibition of good judgement in work methods, prioritization, tact, diplomacy and the ability to maintain confidentiality. The resource will be able to work with minimal supervision.

Typical duties may include:

  • Assisting in report preparation and projects requiring analytical skills
  • Reviewing documents for conformance with regulations and procedures
  • Maintaining complex filing systems
  • Composing routine correspondence
  • Screening and handling telephone calls as appropriate
  • Communicating with senior management
  • Monitoring the condition of all equipment
  • Coordinating mail pick-up and delivery

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience

Knowledge:

  • Extensive knowledge of Canada Post regulations

Asset Qualifications:

  • Additional training or experience with specific computer software applications may be required
Advanced

A high level of understanding of federal government policies and procedures as they relate to a specific area of specialty in addition to strong organizational and communication skills, and demonstrated leadership or management talents in former roles, are required.

Typical duties may include:

  • Overseeing all activities of the mailroom, including receiving, sorting and distributing incoming mail and preparing outgoing mail
  • Preparing reports and projects requiring analytical skills
  • Managing, training and evaluating workers to ensure procedures are followed and production is maintained
  • Establishing work schedules
  • Requesting new or maintaining existing equipment and supplies

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of five years of relevant experience

Asset Qualifications:

  • Certificate, diploma or degree in a relevant field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Clerk, Records Management

A Records Management Clerk's main tasks are to execute file plan management and to assist staff with administrative functions relating to records classification, retention scheduling, maintenance of records inventory, vital records, storage systems/migration, accession, disposition (archival or destruction), electronic discovery and other relevant records processes and procedures under the guidance of a supervisor. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, RDIMS, etc.) and the ability to communicate effectively orally and in writing.

Major Duties:

  • Classifying documents and filing appropriately
  • Writing summaries for electronic searches
  • Responding to clients' requests for file creation
  • Creating new files and folders and revising when necessary
  • Assisting in the provision of information retrieval and research services
  • Sorting and putting away documents
  • Providing clerical support, including data inputting, processing and updating, routing correspondence, and maintaining bring-forward systems
Junior

Duties include assisting other staff in the effective maintenance of records management systems and in support of best practices. The work performed will be reviewed while in progress.

Typical duties may include:

  • Assisting with projects related to new or improved records or documentation procedures
  • Sorting material that is to be filed according to particular filing systems
  • Classifying, coding, cross-referencing and storing records
  • Maintaining indices for classification systems
  • Operating information retrieval systems and responding to requests for records
  • Facilitating appropriate access to records and information
  • Reporting any records management issues to the supervisor
  • Labelling files according to retention and disposal schedules
  • Answering the telephone, operating telephone switching systems and taking messages
  • Photocopying, faxing and scanning documents
  • Preparing correspondence, reports, statements and other material

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience
Intermediate

Duties include assisting senior staff in the completion of several tasks. Work performed will be subject to review while in progress and the resource typically reports to senior clerical staff.

Typical duties may include:

  • Maintaining ongoing communication with departments regarding procedures for the creation, revision, review, approval, retrieval and archiving of records, regardless of format
  • Ensuring the adherence to policies and strategies using records management systems
  • Verifying documents for accuracy
  • Gathering statistics and data to prepare routine reports
  • Maintaining access lists for security classified records
  • Compiling statistics and reports on activities within records services
  • Assisting in the periodic review of files to ensure correct classification and completion
  • Labelling files according to retention and disposal schedules
  • Assisting in the preparation of files for disposal

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of experience providing records management services
Senior

The ability to organize tasks and meet deadlines is required. Work performed will be subject to review upon completion and the resource will report to an Administrative Officer or Clerical Manager.

Typical duties may include:

  • Arranging and coordinating sources of information
  • Counselling clients regarding options, products, guidelines
  • Using electronic support systems
  • Executing processes for records management techniques
  • Researching internal and external sources or service providers to resolve difficult problems in processing or conformance
  • Applying quality control guidelines to verify compliance
  • Maintaining database integrity
  • Developing and implementing internal service delivery methods, tracking or reporting tools
  • Assisting in report preparation and projects requiring analytical skills

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of experience providing records management services
Advanced

The ability to plan, organize work, prioritize tasks and meet conflicting deadlines; and familiarity with internal and external guidelines and procedures are required. Contribution of suggestions regarding changes to functional processes and guidelines is expected. Work will be subject to little or no review and the resource will report to a senior Administrative Officer.

Typical duties may include:

  • Providing guidance and training to staff in the delivery of records management functions
  • Assigning tasks
  • Recommending and participating in developmental and training opportunities
  • Organizing work and resolving problems
  • Executing the processes for efficient records management
  • Researching internal and external sources to resolve complex problems
  • Applying sampling and quality control guidelines to monitor work performance
  • Verifying guideline compliance and maintaining database integrity
  • Developing internal service delivery methods, tracking or reporting tools and monitoring their implementation for consistency and maintaining database integrity
  • Administering policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
  • Assisting in the preparation of operational budgets and budget forecasts
  • Monitoring administrative programs
  • Developing, maintaining and updating systems and procedures

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of experience providing records management services

Asset Qualifications:

  • A certificate, diploma or degree in a relevant field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Clerk, Research

A Research Clerk's main task is researching and organizing information by manual, written, verbal or electronic means. Skills and abilities required include familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, etc.) and attention to detail.

Major Duties:

  • Researching using various means including the Internet, hard copy files and electronic files
  • Inputting and processing data
  • Collecting and entering data to produce reports
Junior

Duties include the performance of routine, repetitive tasks of medium complexity involving clearly defined procedures and instructions. Work performed will be reviewed while in progress.

Typical duties may include:

  • Performing a variety of functions related to the organization of data
  • Performing Internet searches and navigation
  • Filing, e-filing and retrieving material

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Software application experience on the desired programs
Intermediate

Work will be done independently and with little supervision.

Typical duties may include:

  • Developing reports based on research and information gathering
  • Participating in gap or quantitative analysis
  • Assisting in the analysis of case studies or surveys or both

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of relevant experience  
  • Experience in researching, designing and developing content for written and electronic media
Senior

Duties include assisting in the analysis of policies or projects, and the development and evaluation of reports.

Typical duties may include:

  • Researching and preparing analysis reports
  • Providing support and analysis on programs or policies
  • Assisting with the development and evaluation of reports

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • nimum of five years of relevant experience  
  • Demonstrated research skills, techniques and methodologies  
  • Strong communication and interpersonal skills to establish effective contacts with partners and stakeholders

Desktop Publishing/Graphics

Sound knowledge of word processing and desktop publishing software, as well as the ability to size and scale pictures and graphics, set up tables, headers and footers, generate tables of contents and indices are required. Duties require knowledge of several connected areas, ranging from the creation of graphics, and the ergonomics of information presentation, up to the final implementation of a project. The resource will analyze user interface requirements and develop flow and activity diagrams.

Skills and abilities required include familiarity with general office procedures and the use of standard office equipment and software (Windows XP, Word, Excel, Access, etc.). In addition, knowledge of and experience using specific software applications such as MS Project, HTML, Adobe Acrobat, XML, XHTML, CorelDraw, Photoshop, Photo-Paint, FrontPage, Dreamweaver, Homesite and WebExpert may be required.

Major Duties:

  • Producing documents by entering, editing, storing and printing text using graphics application software, word processing applications and microcomputers
  • Converting documents to Acrobat PDF, HTML, Word, etc. in order to proofread and verify content
  • Merging documents together to form a Master document
  • Creating an interactive Table of Contents
  • Creating the Master along with logo design and layouts for the master cover
Junior

Duties include the performance of routine, repetitive Desktop Publishing tasks involving a limited number of clearly defined procedures and instructions. The resource will be supervised by a more senior level to ensure projects are completed on time and are accurate to the initial requirements.

Typical duties may include:

  • Creating page layouts for publication
  • Formatting documents using cascading style sheets
  • Converting documents to HTML for Internet posting
  • Preparing and editing text for desktop publishing
  • Formatting and manipulating texts within the desktop publishing program
  • Inserting footnotes and headers
  • Preparing slideshows for presentations
  • Creating tables, charts or other graphical displays and legends to depict information

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Asset Qualifications:

  • Successful completion of additional courses or basic experience involving Desktop Publishing or Graphics principles and applications, or both, may be required
Intermediate

The resource will be supervised by a senior level to ensure projects are completed on time and are accurate to the initial requirements.

Typical duties may include:

  • Entering, editing, storing and printing documents
  • Providing desktop services, including design and format for the development of camera-ready publications and promotional material
  • Formatting and manipulating texts within the desktop publishing program
  • Assisting in the production of final drafts for publication

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience  
  • Successful completion of additional courses or experience involving Desktop Publishing or Graphics principles and applications, or both

Experience:

  • Minimum of one year of experience in Desktop Publishing or Graphics or both
Senior

Duties include the performance of web site editing, document formatting and conversion, graphics and preparation of electronic files for printing companies. The resource will require little or no supervision and must be flexible with respect to changing requirements throughout the project.

Typical duties may include:

  • Designing cover pages, creating page layouts for publications, presentations, graphics, charts, reports and spreadsheets
  • Converting documents into readable or downloadable web pages
  • Importing and converting documents using a combination of text, tables, graphics, spreadsheets, conversion, scanning, presentations, utilities and web page publishing software programs

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of three years of experience in Desktop Publishing or Graphics or both

Asset Qualifications:

  • Certificate, diploma or degree in Desktop Publishing or Graphics or both from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
Advanced

Duties include the development of technical applications, providing training and assistance to departmental microcomputer users, and participation in the testing and evaluation of hardware, software and related peripherals.

Typical duties may include:

  • Developing technical applications
  • Testing procedures and amending templates and macros
  • Providing support for technical applications
  • Providing training and assistance to departmental microcomputer users
  • Participating in testing and evaluating hardware, software and related peripherals
  • Preparing, formatting and editing text for desktop publishing

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of five years of experience in Desktop Publishing or Graphics or both

Asset Qualifications:

  • Certificate, diploma or degree in Desktop Publishing or Graphics or both from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Driver

The driver’s tasks consist of driving a vehicle over a scheduled route to transport individuals to desired locations, providing reliable and courteous transportation service with safety a top priority, operating and maintaining assigned vehicle(s), and maintaining vehicle and customer records.

Duties may include operating and maintaining transportation vehicles with a focus on safety and client courtesy, performing daily pre-trip and post-trip vehicle inspections, performing minor maintenance tasks on the vehicles when necessary, fuelling the vehicles, documenting client usage, preparing trip reports, and accident and incident reports as necessary, assisting passengers and clients with disabilities in and out of the vehicle, providing safety briefings to clients and providing other services (i.e. administrative tasks) as requested by the Identified User Department when not engaged in transportation service.

Advanced

Typical duties may include:
  • Operating assigned vehicle in a safe and courteous manner
  • Assisting passengers, including people with disabilities, in and out of the vehicle
  • Providing basic administrative support
  • Fuelling the assigned vehicle
  • Maintaining accurate, up-to-date records on trips, vehicle maintenance, fuel purchases, incident reports, accident reports, vehicle condition reports and other records as requested
  • Handling and/or lifting materials up to 40 kg
  • Willing to work long hours with unpredictable and frequent overtime on short notice
Minimum Mandatory Qualifications:

Education:

  • A secondary school diploma or a combination of education, training and/or experience relevant to the position
  • A valid vehicle licence, provincial driving record abstract and required liability insurance (if applicable)

Experience:

  • Minimum of five years of relevant experience providing relevant administrative support and driver/chauffeur services

Asset Qualifications:

  • Recent experience in providing transportation services to a Senior Executive and other officials on a daily basis.

Project Administrator

Project Administrators are responsible for project planning, execution and control, as well as providing administrative expertise in strategic analysis, project development and research. Skills required include strong communication skills, the ability to liaise with and support multiple clients internally and externally, and familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, etc.), and project management software.

Major Duties:

  • Providing administrative support for the project team, including data inputting, processing and updating; routing correspondence; and maintaining bring-forward systems
  • Answering the telephone, operating telephone switching systems and taking messages
  • Performing document and file management functions, including e ‑filing
  • Photocopying, faxing and scanning documents
  • Creating staff schedules to ensure coverage for forecasted workload(s)
  • Preparing and presenting staff briefings and information/training sessions
Junior

Duties include the performance of routine, repetitive tasks of low complexity according to established procedures and instructions. Work performed will be reviewed while in progress.

Typical duties may include:

  • Assisting in setting up and maintaining project management tools
  • Providing administrative support in the management of projects
  • Assisting in the preparation of project orientation information

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Asset Qualifications:

  • Successful completion of additional courses in business, administration or other fields related to the position, or an acceptable combination of education, training and experience may be required
Intermediate

Duties include assisting senior staff in the completion of several tasks.

Typical duties may include:

  • Acting as the central information source by maintaining and distributing project details (e.g. contact details, organization charts and contractual details)
  • Assisting in the development of plans and projects
  • Monitoring progress of plans and projects
  • Setting up and maintaining project management tools
  • Performing data entry and analysis
  • Drafting briefing notes, reports and presentations
  • Assisting the project leader in finding solutions to critical issues
  • Preparing project orientation information
  • Coordinating training activities for the project team

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma  
  • Successful completion of additional courses in business, administration, or other fields related to the position, or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of experience in project administration
Senior

The ability to organize tasks and meet deadlines is required.

Typical duties may include:

  • Developing and monitoring plans and projects
  • Providing administrative expertise in the management of projects, including strategic planning and analysis
  • Overseeing the set-up and monitoring of project management tools as required
  • Performing project evaluation
  • Conducting research and analysis to ensure projects are delivered on time and on budget
  • Revising and editing briefing notes and reports
  • Liaising with senior officials and management on matters of mutual interest

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of three years of project administration

Asset Qualifications:

  • Certificate, diploma or degree in Project Administration or a related field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
  • A minimum of one year of project administration experience with the federal government may be required
Advanced

The ability to plan, organize work, prioritize tasks and meet conflicting deadlines is required. Work performed will be subject to little or no review.

Typical duties may include:

  • Setting up projects, execution and control
  • Assisting in the negotiation of project details (e.g. contact details, organization charts and contractual details)
  • Providing administrative expertise in the management of projects, including strategic planning and analysis
  • Overseeing the set-up and maintenance of project management tools as required
  • Overseeing the preparation of briefing notes, reports and presentations
  • Performing project evaluation
  • Conducting research and analysis with stakeholders to ensure projects are delivered on time and on budget
  • Liaising with management on matters of mutual interest
  • Providing input to management in support of particular projects

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma

Experience:

  • Minimum of five years of project administration experience

Asset Qualifications:

  • A minimum of two years of project administration experience with the federal government may be required
  • Certificate, diploma or degree in Project Administration from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Receptionist or Switchboard Operator

A Receptionist-Switchboard Operator greets visitors entering an establishment and operates a telephone switchboard. Excellent people skills are required that centre on courtesy and customer service, as well as strong communication skills. Skills and abilities required include familiarity with general office procedures, and the use of standard office equipment and software (Windows XP, Word, RDIMS, etc.).

Major Duties:

  • Directing visitors to the appropriate persons or service
  • Answering and forwarding telephone calls, taking messages
  • Scheduling appointments
Junior

Duties include the handling of one or two phone lines and less than 50 calls per day.

Typical duties may include:

  • Receiving clients and other visitors
  • Receiving incoming, outgoing and inter-office calls
  • Recording and distributing messages
  • Performing other clerical duties such as collating, typing address labels, stuffing envelopes, adhering labels, photocopying

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience
Intermediate

Duties include greeting clients coming into offices and establishments, ascertaining their needs and directing them to the appropriate persons or locations. Additional duties include handling three to five lines and approximately 50–80 calls per day.

Typical duties may include:

  • Scheduling appointments
  • Filing, e-filing and retrieving material
  • Receiving and recording courier deliveries
  • Receiving clients and other visitors
  • Receiving incoming, outgoing and inter-office calls
  • Recording and distributing messages
  • Performing other clerical duties such as collating, typing address labels, stuffing envelopes, adhering labels and photocopying

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience

Experience:

  • Minimum of one year of experience in operating multi-line telephones and dealing with the public  
  • Strong language skills
Senior

Strong communications skills, personnal presentation suited to the organization, and the necessary tact and judgement to deal with all levels of visitors are required. Other skills required include working with computer word processing and email software, the ability to schedule appointments and the capability to handle six or more lines and 80–150 calls per day.

Typical duties may include:

  • Determining the nature and purpose of calls and subsequently transferring them to the appropriate person
  • Scheduling appointments
  • Receiving clients and other visitors, including officials from the department
  • Maintaining records of incoming and outgoing calls
  • Maintaining a client recall system

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years in operating multi-line telephones and performing receptionist duties  
  • Strong language skills
Advanced

Working in a high profile environment, an advanced receptionist-switchboard operator uses manual or computerized planning, recording and messaging systems.

The operator generally deals with executive and other senior level contacts and receives between 150 and 200 calls per day.

Typical duties may include:

  • Overseeing junior receptionists
  • Receiving clients and other visitors, including dignitaries and officials
  • Answering inquiries and providing information, by telephone and in person

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of experience in operating manual and computer-controlled telephone switchboards or multi-line telephones or both  
  • Strong language skills  
  • Excellent people skills that centre on courtesy and customer service  
  • Significant knowledge of the business of the Department or Agency

Secretary

The Secretary's main task is to provide secretarial assistance to one or more individuals by performing a variety of administrative support functions. Strong knowledge of spelling, grammar and punctuation in order to produce reports and correspondence, and the ability to communicate effectively both orally and in writing are required. Skills and abilities required include familiarity with general office procedures, and the use of standard office equipment and software (Windows XP, Word, RDIMS, etc.).

Major Duties:

  • Reviewing, sorting and prioritizing incoming documents/correspondence
  • Scheduling and time management support
  • Preparing correspondence
  • Maintaining a bring-forward system either electronically or manually
  • Maintaining files, records and reference material
  • Performing simple research or analyzing basic data that does not require subject-matter expertise
Junior

Tasks include providing administrative assistance to one or a small number of managers.

Typical duties may include:

  • Word processing or typing with attention to format and presentation of material
  • Composing routine correspondence, memos and e-mails
  • Scheduling and arranging appointments, meetings and conferences
  • Photocopying, filing, e-filing and retrieving documents
  • Organizing board and meeting room bookings
  • Making appointments and simple domestic travel arrangements

Minimum Mandatory Qualifications:

Education:

  • Successful completion of two years of secondary school or an acceptable combination of education, training and experience  
  • Keyboarding skills of at least 40 words per minute with a maximum 10% error rate
Intermediate

Tasks include providing administrative support to one or a small number of middle to senior staff, including the management and maintenance of their schedules.

Typical duties may include:

  • Assisting in report preparation and projects requiring analytical skills
  • Making more complex travel arrangements (local, national or international) and completing associated accounting records
  • Maintaining an inventory of office supplies and ordering replacements when required
  • Composing routine correspondence, reports and replies
  • Arranging, inputting and updating changes to a schedule of meetings and appointments
  • Ensuring timely information sharing
  • Performing document and file management functions, including e‑filing
  • Arranging for telephones, email accounts and furniture for new personnel
  • Photocopying, filing, e-filing and retrieving documents
  • Typing and proofreading documents

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of secretarial experience

Asset Qualifications:

  • Successful completion of software-related courses, workshops or equivalent work experience may be required
Senior

Duties include providing full administrative support and performing the full range of secretarial duties for a specific management position.

Typical duties may include:

  • Providing guidance and training to support staff, including other secretaries
  • Taking general, not verbatim, minutes at meetings
  • Providing editorial and quality assurance service for outgoing correspondence
  • Preparing reports, summaries, evaluations and recommendations
  • Making travel reservations, developing itineraries and preparing travel expense claims
  • Coordinating meetings, conferences, workshops and seminars; and arranging for facilities, equipment and services
  • Tracking correspondence or requests for information or both
  • Reading incoming correspondence and flagging items of importance or preparing summaries
  • Relaying instructions between supervisors and subordinates
  • Searching for, extracting, collating and summarizing data
  • Composing and signing replies to general inquiries and drafting more difficult correspondence for signature

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of secretarial experience

Asset Qualifications:

  • Experience performing the office functions described above may be required
  • A certificate, diploma or degree in a relevant field from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required

Secretary, Legal

A Legal Secretary is responsible for managing client and file information, client contacts, drafting and filing various documents, billing, etc. The Legal Secretary also provides assistance to a legal team by performing a variety of administrative support functions. The resource will be able to work in a fast-paced environment, work well under pressure and be able to effectively prioritize tasks.

Skills and abilities required include familiarity with the use of standard office equipment and software (Windows XP, Word, etc.). Knowledge of, or experience working in, a legal office environment, legal terminology and handling confidential legal matters discreetly is required. A strong knowledge of spelling, grammar and punctuation to ensure quality control of reports and correspondence and the ability to communicate effectively both orally and in writing are required.

Major Duties:

  • Reviewing, sorting and prioritizing incoming documents and correspondence
  • Maintaining a bring-forward system encompassing various stages of litigation
  • Maintaining files, records and reference material
  • Performing simple legal research or analyzing basic data
Junior

Duties include the performance of routine, repetitive tasks involving a number of clearly defined procedures and instructions. Work will be reviewed while in progress.

Typical duties may include:

  • Organizing and keeping litigation files current
  • Reviewing, sorting and prioritizing incoming documents and correspondence
  • Locating and retrieving case law from legal libraries, courts or tribunals
  • Inputting and updating changes to the legal staff's daily agendas regarding the schedule of meetings, including their purpose and the clients involved
  • Handling routine accounting procedures such as billing

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Asset Qualifications:

  • Successful completion of courses relevant to Legal Secretary work from a recognized post-secondary institution, or an acceptable combination of education, training and experience may be required
Intermediate

Ability to organize tasks and meet deadlines, and familiarity with the decision-making process and practices at the Counsel level to manage the flow of information to and from Counsel and other interested parties is required. Familiarity with legal research methods, both electronic and traditional, to prepare research notes, reports and correspondence is also required.

Typical duties may include:

  • Processing legal documents, which may include serving documents on opposing counsel or party or filing legal documents with the Court
  • Organizing and keeping litigation files current
  • Organizing and managing Counsel's meeting agenda
  • Organizing and participating in client meetings and mediation
  • Gathering documents to create and maintain Counsel's Brief

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of three years of experience as a legal secretary

Asset Qualifications:

  • A certificate, diploma or degree as a Legal Secretary from a recognized post -secondary institution, or an acceptable combination of education, training and experience may be required
Senior

Duties include responsibility for complex legal secretarial duties, the coordination of administrative support functions of a legal division that are highly confidential and sensitive and acting as a liaison to the court system, staff, and higher levels of staff and management.

Typical duties may include:

  • Ensuring the timely preparation and assembly of documents
  • Establishing and revising forms, procedures, formats and standards for office correspondence
  • Liaising with senior managers of the Department to coordinate requests dealing with legal issues and to exchange information on a wide range of issues
  • Proofreading and verifying documents
  • Analyzing and assessing services and operations for effectiveness and making recommendations when needed
  • Training and overseeing Legal Services support staff

Minimum Mandatory Qualifications:

Education:

  • Secondary school diploma or an acceptable combination of education, training and experience

Experience:

  • Minimum of five years of experience as a legal secretary

Asset Qualifications:

  • A certificate, diploma or degree as a Legal Secretary from a recognized post -secondary institution, or an acceptable combination of education, training and experience may be required