Administrative Assistant

Provides clerical and administrative/operational support services and related information/guidance, typically in support of a specific function or a program area.

The primary duty for this position is to operate the IBM Maximo Asset Management database and work with the Asset team to track the operation, maintenance and disposal of assets.

Other duties may include, using computer word processing, spreadsheet, and database software to prepare reports; providing administrative support to the Field Unit Asset Manager and other asset staff; providing financial management support, human resources support, and planning and administrative services for the day-to-day operation; and coordinating, monitoring and reporting the Code Compliance Program.

This person will provide a wide range of financial and administrative support including but not limited to:

• Maintaining the Parks Canada Asset Management (Maximo) database, which has all of the information on our built assets to have accurate, consistent and current information;
• Entering projects, work orders and the preventative maintenance program into the system;
• Organizing and providing transactional support in areas such as procurement, material management, records/information management, human resources, information technology, maintain accounts (e.g. utilities, fuel, travel); apply established administrative methods and procedures;
• Providing financial support services, including tracking expenditures;
• Providing information on variances/commitments; accounts receivable services; verify and code financial transactions; and input financial data (e.g. invoices into SAP);
• Coordinating travel, meeting and conference arrangements; composing correspondence; and preparing, editing and/or formatting documentation such as correspondence, meeting minutes, reports, spreadsheets, presentations, charts, tables, invoices, tenders, and contracts;
• Maintaining and modifying manual and automated databases and information management systems including confidential records.

EXPERIENCES:

• Experience in financial and accounting services such as: budget administration and reconciling accounts;
• *Significant* experience using office computer applications to produce documents, store and manipulate data, and manage information (such as Microsoft Office Suite, and other standard applications);
• Experience providing a variety of administrative support services, such as maintaining records, filing systems, processing mail, records of decisions and arranging travel/meeting logistics.

*Significant* experience is defined as two (2) years of experience.

ADDITIONAL EXPERIENCE:

• Experience in operating MAXIMO software system;
• Experience in the use and data entry into STAR;
• Experience in the use and data entry in Holman Insights (GMS/ARI).

KNOWLEDGE:

• Knowledge of general principles of administration, financial and clerical policies and procedures;
• Knowledge of information management systems, including computerized systems and databases.

ABILITIES AND SKILLS:

• Provide financial support services, such as: tracking expenditures; monitoring budgets; accounts receivable; reconciliation services; salary forecasting; etc;
• Provide information and guidance on administrative and financial policies, procedure and practices;
• Plan, organize and prioritize work, meeting deadlines within an environment of changing demands, and conflicting priorities;
• Provide administrative support services such as: summarize information and data; review and prepare correspondence and reports; support employees with information technology (IT) needs; etc;
• Communicate effectively both orally and in writing.

PERSONAL SUITABILITY:

• Makes things happen;
• Personally connects with people;
• Exercises sound judgement.

OPERATIONAL REQUIREMENTS:

• Willingness and ability to work overtime as required;
• Sitting during extended periods (50-75% of the day);
• Able to lift equipment and boxes (approximately 20 lbs).

Persons are entitled to be assessed in the official language of their choice.

1) Parks Canada is committed to the principles of diversity and employment equity under the Employment Equity Act and strives to ensure that our workforce reflects the diverse nature of Canadian society. We encourage women, Aboriginal peoples, persons with disabilities and members of a visible minority group to self-identify in their cover letter.
2) Please submit your completed application, including all of the above-mentioned documentation. Failure to do so may result in your application being rejected.
3) The Public Service of Canada is committed to developing inclusive, barrier-free selection and appointment processes and work environments. If contacted in relation to this process, please advise the Parks Canada representative in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.
4) The Parks Canada Agency is established as a separate employer in the Federal Public Service under the Financial Administration Act. Persons appointed to the Agency continue to be part of the Public Service. The Parks Canada Agency operates under its own human resources framework outside of the Public Service Employment Act and in line with values of fairness, competence and respect, and its operating principles.
5) In accordance with paragraph 8(2)(a) of the Privacy Act, information or material, whether provided directly by the candidate or otherwise obtained by the selection board, used during the selection process for the purpose of assessing a candidate may be used as part of the selection review and recourse processes. Such relevant information may be provided to third parties, such as other candidates or their representatives, who have a legitimate reason to be aware of that information.
6) Persons who have a priority entitlement as defined by the Parks Canada Agency Priority Policy and Guidelines will be considered first.
7) Tips for applicants:

• Please provide complete and thorough details of your education and experience.
• Do not assume that the screening board has any previous knowledge of your background, qualifications, or work history. You must be specific and provide concrete examples/details for each Experience element, as applications will be screened only on the information provided.
• Failure to provide sufficient information may result in your application being screened out of the competition.

8) Persons who have received pay in lieu of unfulfilled surplus period, a Transition Support Measure (TSM) or an Educational Allowance and are re-appointed to the Parks Canada Agency are required to reimburse an amount corresponding to the period from the effective date of such reappointment or hiring, to the end of the original period for which the TSM and education allowance was paid. Please contact rhkouch-hrkouch@pc.gc.ca if you are one of these individuals to find out how
this applies to your particular situation.
9) Persons who are in receipt of a Canadian Government Public Service pension and are considering this employment opportunity with the Parks Canada Agency, should contact the PWGSC Public Service Pension Centre (1-800-561-7930) in order to determine the impact of an appointment on their pension benefit entitlements.
10) Persons are entitled to participate in the appointment process in the official language of their choice.
11) We thank all those who apply. Only those selected for further consideration will be contacted
12) Travel cost for individuals who are not Federal Public Servants will not be covered.
13) We will only accept on-line applications received via the jobs.gc.ca site. All job applications must therefore be submitted through the Public Service Resourcing System. Following are some of the benefits associated with applying on-line.

• Applicants can create a profile and a resume that can be used when applying for other processes without having to recreate a new application each time.
• Applicants can modify their application/resume at any time BEFORE the closing date indicated on the job advertisement.
• Applicants can verify the status of their applications, at any time.
• Applicants can be notified electronically of tests or interviews and results.
• For some jobs, applicants will find important information, namely the job questionnaire and a complete statement of merit criteria that are only available when applying on-line. To submit an application on-line, please select the button "Apply Online" below.

14) Persons who are unable to apply on-line must contact the person listed below prior to the closing date.
15) An assignment or an acting appointment is a temporary resourcing option. The approval of your substantive manager will be required before an offer can be made.