Administrative Support Officer

Job Summary

Reporting to the District Head:

• Plan, organize and coordinate the administrative work of the District by preparing and processing administrative requests such as training, human resources, accommodation, office equipment, information and technology, security and strategic planning.
• Control the contingency account/cash advance system by inputting expenses claim transactions and reconciling the contingency account.
• Control and maintain security for the district office by ensuring access to employees and clients during business hours.
• Administer the operation of the fleet of vehicles by coordinating vehicle maintenance and repairs, logging operating expenses, scheduling and recording the allocation for each vehicle.
• Coordinate repairs and/or improvements to building systems by liaising with Facilities Management, Building Operator and the policy centres and by maintaining an efficient and effective communication mechanism.
• Monitor and order office supplies, maintain District inventory records, dispose of obsolete and surplus furnishings and equipment.
• Assist regional IM/IT technical officer with various technical upgrades and/or maintenance as well as troubleshoot and resolve service standard operating system, LAN application and hardware system problems.
• Support and assist the IOs by conducting research on various subjects, analysing the information from different sources and by providing summaries, advice and recommendations resulting from analysis.
• Provide advice and policy interpretation on administrative and personnel issues by liaising with policy centres.
• Act as a resources person by liaising with Government Departments, Agencies, Counterparts, general public and external contractors and suppliers.
• Provide financial processing services for the District by analyzing, preparing and inputting all invoices, travel claims, expenditures and all other payment requests into the system by ensuring sufficient budget funds exist to cover expenditures.
  
  

The day-to-day activities and responsibilities of a Level 05 Administrative Support Officer in the Newfoundland and New Brunswick District Offices centre on supporting the operations of district staff via administrative coordination and management of mail and shipping services, financial processing and records management, as well as the facilitation and coordination of routine Facilities Management, Corporate Services and Internal Security requirements in support of regional and national requirements. The Administrative Support Officer may be called upon to facilitate and coordinate routine logistics to support the technical activities and requirements of Information Management/Information Technology.

Education

• Undergraduate degree and one (1) year of experience*, or
• College diploma and two (2) years of experience*, or
• High school diploma and three (3) years of experience*.
  
  

The undergraduate degree/diploma must be obtained from an accredited learning institution recognized in Canada. If you completed a program outside of Canada, you will be required to obtain proof of a Canadian equivalency at your expense from an accredited learning institution recognized in Canada.

Experience

• Experience is defined as:
• Experience in providing administrative support.
• Experience planning and coordinating multiple interrelated administrative activities, such as fleet management, tracking budgets/contingency, mailroom activities and providing support to Facilities or IT.
• Experience dealing with managers and employees at all levels.
• Experience providing client services.
  
  

Competencies

• Adaptability/Flexibility
• Teamwork
• Communication
• Organizational-Multitasking
• Professionalism
• Rigour
  
  

Conditions of Employment

Possess and maintain a valid and permanent Canadian driver’s license for the duration of employment in this position.

Notes

• This career opportunity is open to residents of the Atlantic provinces only.
• While we continue to explore opportunities for flexible work arrangements, the majority of work in our organization must be done in the office and cannot be performed at home.
• If you need accommodations during the recruitment process, please mention it to the HR representative.
• Employment Equity Gaps have been identified among Persons with Disabilities and Indigenous Peoples for this position. You are invited to voluntarily self-declare in your cover letter if you belong to any of these groups as self-declaration information may be used in the selection process.
• Reference checks will be conducted as part of the assessment process.
  
  

Reference Links

• Salary Grade Breakdown
  
  

Security Requirements

Candidates must be eligible to receive an Enhanced Top Secret security clearance. The process involves a security interview, a polygraph, and a background investigation that includes credit and financial verifications. The use of illegal drugs is a criminal offense. Drug use is an important factor considered in your reliability and suitability assessment during the selection process. Therefore it is important not to use any illegal drugs from the time you submit your application.

Others

Important

Applicants must clearly demonstrate in their application how they meet each Education and Experience criteria. Failure to do so will result in the applicant being screened out of the career opportunity.

CSIS is a separate employer and is not subject to the Public Service Employment Act (PSEA) . CSIS has its own classification, compensation system, and a different staffing regime. As such, we use a different staffing process and terminology.

CSIS is committed to building a workforce that is truly representative of the Canadians it serves by cultivating a diverse and inclusive workplace environment. This will be achieved by increasing employment equity group representation (including persons with disabilities, visible minorities, Indigenous peoples, and women) at all levels within the organization through hiring and talent management practices. We will also ensure that appropriate accommodations are made (e.g., specialized equipment, changes to physical workspace) to provide employment opportunities for all qualified candidates. In support of achieving a greater, diverse and skilled workforce, we strongly encourage those individuals who belong to one or more of the employment equity groups to self-identify when applying.

Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential.

CSIS Offices in Canada are located on various ancestral and traditional lands. In the spirit of reconciliation, we acknowledge all Indigenous People across Canada and their connection to these lands.

The personal information provided in your application is protected under the Privacy Act and will be held in Personal Information Bank SIS/P-PU-025.

We thank all applicants for their interest in CSIS. However, only those who are selected for further consideration will be contacted.

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