Classifications Stream 2

Administrative Services

Administrative Services

Skills and abilities required include the ability to multi-task; work under pressure; meet tight deadlines and familiarity with general office procedures, the use of standard office equipment and software (Windows XP, Word, Excel, Access, RDIMS, etc.). In addition the THS Resource is required to have strong interpersonal skills, ability to communicate and interact with all levels within an organization and must demonstrate a strong commitment to quality, people, processes, policies and confidentiality.

Major Duties:

• Inputtng, processing and updating data
• Routing correspondence and maintaining Bring-Forward (BF) systems
• Managing the daily office operations and coordinating the agenda
• Organizing meetings, teleconferences and/or events, and preparing background materials
• Answering the telephone, operating telephone switchboard 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
• Scheduling and organizing national and international travel arrangements

Junior

Familiarity with office management practices and a basic understanding of the Treasury Board's administrative practices, policies and directives including financial management (i.e. travel, hospitality, etc.) will be required. Work performed will be reviewed.

Typical duties may include:

• Assembling and disseminating correspondence and briefing materials
• Preparing, reviewing and editing documents
• Preparing contracts and financial coding of invoices
• Maintaining inventory of office supplies and ordering when required
• Maintaining office equipment

Minimum Mandatory Qualifications:

Education:

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

Intermediate

Tasks include ensuring that information is shared between departments in a timely fashion. Experience using or knowledge of document management software will be required. The work will be subject to review.

Typical duties may include:

• Composing correspondence
• Preparing reports and replies to requests for information
• Planning, administering and tracking projects
• Developing and implementing procedures, processes and policies
• Inputting and updating changes to meeting and appointment schedules
• Arranging for telephones, e-mail accounts and furniture for new personnel

Minimum Mandatory Qualifications:

Education:

• Successful completion of two years of secondary school is required

Experience:

• Minimum of one (1) year of relevant experience is required

Asset Qualifications:

• Successful completion of courses in administration (business, office, public, etc), financial management, business or related field, at the secondary school level or from a recognized post secondary institution, or an acceptable combination of education, training and experience may be required

Senior

A high level of understanding of the federal government and strong organizational and communication skills will be required.

Typical duties may include:

• Administering operational budgets and programs, analyzing expenditures
• Providing solutions on issues related to procurement, contracting, telecommunications, accommodation, training and administration
• Developing and administering contracts for goods and services
• Liaising with specialists in various areas to solve issues

Minimum Mandatory Qualifications:

Education:

• Secondary school diploma is required

Experience:

• Minimum of three (3) years of relevant experience is required

Asset Qualifications:

• Certificate, diploma, or degree in administration (business, office, public, etc), financial management, business or related field from a recognized post secondary institution or an acceptable combination of education, training and experience may be required
• Minimum of one (1) year of relevant experience with the federal government may be required

Advanced

Tasks include the planning, coordinating, management and monitoring of various administrative services. The THS Resource will be capable of providing functional advice, consultation and guidance to branch management on various policies, procedures, and directives and may work with high-level staff (Managers, Senior Managers, Directors or Deputy Ministers, etc.).

Typical duties may include:

• Developing, maintaining, monitoring and updating administrative programs and procedures
• Preparing budget forecasts
• Participating in management meetings
• Planning and organizing project teams for special projects or studies or both and providing recommendations
• Monitoring work in progress
• Monitoring supply agreements
• Reviewing the effectiveness of operations
• Analyzing and interpreting data and preparing reports
• Offering guidance and training to junior team members

Minimum Mandatory Qualifications:

Education:

• Secondary school diploma is required

Experience:

• A minimum of five (5) years of relevant experience is required

Asset Qualifications:

• Certificate, diploma, or degree in administration (business, office, public, etc.), financial management, business or related field from a recognized post secondary institution or an acceptable combination of education, training and experience may be required
• Minimum of one (1) year of relevant experience with the federal government may be required

Executive Assistant

The Executive Assistant provides administrative support to senior level staff and will work with CCM Mercury, RDIMS or other electronic correspondence tracking system, as well as standard office equipment and software (Windows XP, Word, Excel, Access, etc.) and office equipment. Familiarity with office management practices, relevant Department or Agency administrative practices, policies and directives as well as excellent writing, analytical, organizational and communication skills is required. The Executive Assistant will have the ability to prioritize workload, as there may be multiple projects or assignments with conflicting deadlines and ongoing responsibilities.

Major Duties:

• Inputting data, processing and updating, routing correspondence, maintaining Bring-Forward (BF) systems
• Managing the daily office operations and coordinating agendas
• Organizing meetings, teleconferences and events
• Preparing background materials
• 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
• Scheduling and organizing national and international travel arrangements
• Assembling and disseminating correspondence and briefing materials for senior management

Intermediate

Tasks include acting as a liaison between senior staff and branch directors, the deputy minister, members of the minister's office, other departments, external groups, etc.

Typical duties may include:

• Managing calendars for senior staff and managers
• Preparing background materials
• Organizing meetings and teleconferences
• Maintaining a system for routing and tracking critical, confidential paper and electronic correspondence and ministerial requests
• Maintaining an electronic and hard copy filing system
• Assisting in communications
• Coordinating and providing editorial assistance
• Composing memos, correspondence, and presentations
• Assembling and disseminating correspondence and briefing
• Monitoring traditional and non-traditional publications
• Processing travel claims and invoices

Minimum Mandatory Qualifications:

Education:

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

Experience:

• Minimum of one (1) year of relevant experience is required

Senior

Tasks include ensuring that the office functions in accordance with established financial policies and practices. Experience processing various financial materials in accordance with government policies and procedures and familiarity with the policies and procedures of the specific department or agency where the work will be performed will be required.

Typical duties may include:

• Proofreading and editing materials to ensure quality of language, proper format, accuracy of content, senior staff's preferences are reflected, etc.
• Ensuring proper attention is given to the wider government issues and their relationship to departmental issues and events
• Tracking issues or projects referred by senior staff
• Routing and tracking items for review or signature, to and from the office
• Scrutinizing and querying sources as required
• Creating and presenting a variety of weekly and monthly reports

Minimum Mandatory Qualifications:

Education:

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

Experience:

• Minimum of three (3) years experience as an Executive Assistant is required

Asset Qualifications:

• Minimum of one (1) year of experience with the federal government, as an Executive Assistant, may be required

Advanced

Experience making domestic and foreign travel arrangements and preparing travel expense claims in addition to familiarity with the specific department or agency where the work will be performed will be required.

Typical duties may include:

• Planning meetings, making hotel and travel reservations and contracting interpreters and technicians
• Preparing reports, documentation and recording meeting minutes
• Making recommendations for improvements in communication procedures between offices
• Composing, editing and verifying a wide range of materials to reflect senior staff's preferences and awareness of audience reaction
• Offering guidance and training to junior team members

Minimum Mandatory Qualifications:

Education:

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

Experience:

• Minimum of five (5) years experience as an Executive Assistant is required

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
• Minimum of one (1) year of experience with the federal government, as an Executive Assistant, may be required