Administration Officer

About the position

Work environment
The Department of National Defence (DND) is one of the largest federal government employers, offering over 70 types of civilian career opportunities. DND's role is to provide services and support to the Canadian Armed Forces (CAF) in their operations and missions at home and abroad. The civilian workforce is an essential part of the Defence Team. Your knowledge and expertise contribute to the overall mission. In this regard, the department fosters a work environment where you have opportunities to learn, to develop your talents, to progress in your career and have job satisfaction over the long-term.

The Canadian Coast Guard (CCG) is a special operating agency within the Department of National Defence (DND). We work to ensure the safety of mariners in Canadian waters and protect Canada’s marine environment. We support Canada’s economic growth through the safe and efficient movement of maritime trade. We help to ensure our country’s sovereignty and security through our presence in Canadian waters. The CCG proudly serves 243,000 kilometers of Canada’s vast and rugged coastline, the longest coastline of any given country, and is one of the few federal agencies that provides direct, front-line services 24 hours a day 7 days a week.

Intent of the process
The intent of this process is to fill current and future vacancies in various locations with various employment tenures(temporary and permanent), within the Canadian Coast Guard. A pool of essentially qualified candidates may be established and used to staff identical or similar positions.

Positions to be filled: Number to be determined

Important messages
📢 How does this work?

✅ Step 1: Read the entire advertisement. Want to join our team? Let us know you’re interested! Click “Apply”✅ Step 2: Tell us about yourself! Attach your resume and answer the screening questions in the online application.✅ Step 3: We will carefully review all your qualifications. If your talent matches one of our immediate or upcoming opportunities, we may contact you for further information or assessment.Creating an environment where diverse perspectives are valued begins with self-declaration. Count yourself in and self-declare by identifying to which employment equity group(s) you belong. In order to self-declare, please ensure to indicate this by checking off the appropriate box within the online application as part of the Employment Equity section.Persons are entitled to participate in the appointment process in the official language of their choice.Depending on the position being staffed:
↪ Additional qualifications, operational requirements and/or conditions of employment may be required.
↪ Varying degrees of breadth and depth of experience may be deemed essential.
↪ Asset qualifications may be invoked as essential qualifications.
↪ You may be contacted and asked to submit information or be further assessed.Applicants who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts messages from unknown users.All information obtained throughout the selection process, from the time of application to close of process, may be used to evaluate the applicants. Your overall conduct and communications, including email correspondence, may be used in the assessment of qualifications and competencies.To ensure the integrity of the selection process, the content and questions of the assessment must remain confidential. Please do not discuss or share the assessment content with anyone, including other candidates. You must complete the assessment, including screening questions, by yourself, without the help of others, including the use of unapproved internet resources and artificial intelligence (such as ChatGPT or any other forms of artificial intelligence). Plagiarism and the use of artificial intelligence is strictly prohibited throughout the entire process and suspected non-compliance will be investigated. Any violation may result in potential consequences which could include your elimination from this selection process.If, at any point in this process or upon qualifying in this process, your Values and Ethics do not align with that of the Department of National Defence and Canadian Forces Code of Values and Ethics and Values and Ethics Code for the Public Sector, you will be eliminated from further consideration in this process. (Copy and paste these links in your browser for more information: https://www.canada.ca/en/department-national-defence/services/benefits-military/defence-ethics/policies-publications/code-value-ethics.html AND https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25049)

Conditions of employment

• Security Clearance: Reliability or Secret depending on position being staffed
• Strict adherence to the Department of National Defence and Canadian Forces Code of Values and Ethics, Values and Ethics Code for the Public Sector, Directive on Conflict of Interest, and Defence Administrative Orders and Directives (DAOD) 7021-1, Conflict of Interest.

Copy and paste these links in your browser for more information: https://www.canada.ca/en/department-national-defence/services/benefits-military/defence-ethics/policies-publications/code-value-ethics.html AND
https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=25049 AND
https://www.tbs-sct.canada.ca/pol/doc-eng.aspx?id=32627 AND https://www.canada.ca/en/department-national-defence/corporate/policies-standards/defence-administrative-orders-directives/7000-series/7021/7021-1-conflict-of-interest.html

Operational Requirements

• Willingness and ability to work occasional overtime.

You need (essential for the job)

Your application must clearly explain how you meet the following

❗ Essential qualifications are qualifications that you must meet in order to be considered for the position. This means that when you apply, your application must clearly demonstrate how you meet the education and experience listed below.

EDUCATION
• A secondary school diploma or employer-approved alternatives (see Note 1).Notes:
The employer-approved alternatives to a secondary school diploma are:
• A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
• An acceptable combination of education, training and/or experience.Candidates who already meet both of the following criteria must be accepted as meeting the secondary school diploma requirement:
• Candidates who have achieved a satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; and
• Candidates who have been appointed or deployed for an indeterminate period to a position in the AS classification.The opportunity to be assessed by at least one of the two employer-approved alternatives must be offered to candidates who have not previously met the secondary school diploma requirement.Candidates who were appointed or deployed on an indeterminate basis using an acceptable combination of education, training and/or experience meet the secondary school requirement for the AS classification only and must be reassessed for entry to other classifications on the basis of this alternative.Acceptable experience and/or training in a field relevant to positions in the AS classification is required when the education qualification specified for the position being staffed is a secondary school diploma or approved employer alternatives.

Learn more about degree equivalency.

EXPERIENCE
EX1: Experience providing administrative, human resources, pay roll, or financial support services.
EX2: Experience using computerized software applications such as Microsoft Excel, Word, Outlook.
EX3: Experience providing client service and responding to inquiries from internal or external clients.
EX4: Experience in applying administrative policies, directives and procedures.

Applied / assessed at a later date

COMPETENCIES
C1: Demonstrates integrity and respect.
C2: Thinking things through.
C3: Works effectively with others.
C4: Showing initiative and being action-oriented.

ABILITIES
A1: Ability to communicate orally and in writing

Language requirements (essential for the job)

Applied / assessed at a later date

English essential

Learn more about language requirements.

You may need (asset qualifications)

May be applied / assessed at a later date

❗ Asset qualifications are qualifications that may be required for the position. If you possess any of the qualifications listed below, please clearly demonstrate how you meet the qualification in your application.

EDUCATION
AEd: Post-secondary education in accounting, finance, business administration, commerce, human resources, or public administration.

Learn more about degree equivalency.

EXPERIENCE
AE1: Experience using financial or HR management systems such as SAP, Peoplesoft, Maritime or Phoenix (Time and Labour).
AE2: Experience supporting financial planning, forecasting, and budget monitoring activities.
AE3: Experience administering procurement, contracting, acquisition card, or material management activities.
AE4: Experience processing and reconciling financial transactions, such as invoices, acquisition cards or other payments.
AE5: Experience working in a Government of Canada department or agency.
AE6: Experience providing information and recommendations to supervisors, management, or seagoing employees on issues such as timesheet processing or employee salary or leave or entitlements.
AE7: Experience providing administrative support to an executive including scheduling and organizing meetings, and/or arranging travel and/or preparing correspondence.
AE8: Experience with setting up training sessions and/or event planning
AE9: Experience populating or creating databases of employee information

KNOWLEDGE
AK: Knowledge of basic financial administration, HR and/or procurement principles, policies and procedures

ABILITIES
AAb: Ability to interpret and apply policies, directives, laws and collective agreements.

Depending on the position being staffed:
↪ Asset qualifications may be invoked as essential qualifications
↪ You may be contacted and asked to submit information or be further assessed

ORGANIZATIONAL NEEDS

The Department of National Defence is committed to creating a diverse and inclusive team that reflects Canada's population.To achieve a representative workforce, selection may be based on qualified candidates self-declaring as belonging to one or more of the designated groups: Indigenous Peoples, members of visible minorities, persons with disabilities, and women.We encourage you to indicate if you belong to any of the designated groups when you apply.As means to support our military families, consideration may first be given to the spouses or common-law partners of serving Canadian Armed Forces (CAF) members.

Our commitment

We're committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact the hiring organization below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Learn more about assessment accommodation.

Equity, diversity and inclusion

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the population it serves. We promote employment equity and encourage you to self-declare if you belong to one of the designated employment equity groups when you apply.

Learn more about diversity and inclusion in the public service.

Selection may be limited to members of the following employment equity groups: Indigenous (Aboriginal) peoples, persons with disabilities, visible minorities, and women.

Learn more about employment equity.

Preference

Preference will be given to veterans first, followed by Canadian citizens and permanent residents, with the exception of jobs located in Nunavut or Yukon. For positions located in Nunavut, qualified Inuit enrolled under the Nunavut Agreement will be appointed first. For positions located in Yukon, qualified Yukon First Nations will be appointed first, followed by qualified Indigenous persons.

Learn more about preference to veterans.

How to apply

Learn more about applying for Government of Canada jobs.

Information you must provide

• Your résumé
• Contact information for 2 references

We'd like to thank all those who apply. However, only the people selected for further consideration will be contacted.

Additional links

Why work at Department of National Defence? Click here to find out: Reasons to work at the Department of National Defence
We invite you to watch this short video (2.5 minutes) to learn more about how to submit your job application online: Cracking the Code
For more information about our organization, watch this 1-minute video: This is the Canadian Coast Guard

Hiring organization contact

Name: Basma Rehman, Staffing Advisor
Email address: [email protected]

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