Administrative Assistant

Canadian Security Intelligence Service (CSIS) | Service canadien du renseignement de sécurité (SCRS); Outaouais; On-site; CAD 42,000 - 64,000; Full time

Job summary

CSIS (Canadian Security Intelligence Service) is seeking an Administrative Support Specialist to process requests, draft routine correspondence, and manage information across multiple fields.

You will coordinate logistics for travels, meetings, and events, maintain calendars, and ensure data quality in logs and databases. The role emphasizes attention to detail, organization, and customer service in a government environment.

Qualifications

• General administrative duties experience.
• Experience serving internal/external clients.
• Experience with word processing, email, databases, and spreadsheets.

Responsibilities

• Process and distribute administrative requests.
• Compose routine administrative correspondence; format documents and reports.
• Coordinate logistics for travels, visits, meetings and events.
• Input, track and schedule appointments and events.
• Maintain tracking systems and databases.
• Act as main point of contact for administrative requests and provide guidance on procedures.
• Recommend improvements in administrative procedures and templates.

Skills

Adaptability

Client Service

Collaboration

Organizational Skills

Rigour

Education

College diploma

High school diploma

Job description

• Process and distribute administrative requests in accordance with established procedures and administrative practices to support one or more administrative fields
• Compose routine administrative correspondence; input/format documents, reports, tables and presentations; generate administrative reports from existing, and readily available information; provide administrative quality review of documents; set up and track/log information and/or data.
• Assist in the coordination of logistics related to travels, visits, meetings, interviews, conferences and/or other events and prepare /assemble related materials, documents, and forms.
• Input, track and schedule appointments, meetings and events into the executive calendar.
• Maintain and update tracking systems including logs, spreadsheets, databases and file documents and information for one or more administrative fields.
• Act as main point of contact for administrative requests and serve as a resource person providing guidance on administrative processes and procedures.
• Recommend improvements in administrative procedures and templates.

Job Summary

• Process and distribute administrative requests in accordance with established procedures and administrative practices to support one or more administrative fields
• Compose routine administrative correspondence; input/format documents, reports, tables and presentations; generate administrative reports from existing, and readily available information; provide administrative quality review of documents; set up and track/log information and/or data.
• Assist in the coordination of logistics related to travels, visits, meetings, interviews, conferences and/or other events and prepare /assemble related materials, documents, and forms.
• Input, track and schedule appointments, meetings and events into the executive calendar.
• Maintain and update tracking systems including logs, spreadsheets, databases and file documents and information for one or more administrative fields.
• Act as main point of contact for administrative requests and serve as a resource person providing guidance on administrative processes and procedures.
• Recommend improvements in administrative procedures and templates.

Education

• College diploma and (1) year of experience*, or
• High school diploma and (2) years of experience *

The College Diploma must be in field of studies needed for the position. It 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.

Note: Any higher level of education (Undergraduate) could be recognized as some of the experience.

Experience

• Experience in general administrative duties;
• Experience providing service to internal or external clients / general public.
• Experience using a variety of software, including but not limited to: word processing, email, database and spreadsheet applications

Competencies

• Adaptability / Flexibility
• Client Service
• Collaboration
• Organizational Skills / Multitasking
• Rigour

Assets

An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements, but which is not strictly required. Assets can help determine right fit in certain circumstances.

• Experience in data entry
• Experience performing file organization and management (search and retrieval) or managing information life cycle
• Experience in data services such as quality assurance and data integrity
• Experience working in an information management or record keeping environment using electronic document and records management systems
• Ability to Lift, carry, push and/or pull a minimum of 20 kgs (45 lbs) and maintain the physical demands of the position

Conditions of Employment

• Employees must possess and maintain a valid and permanent Canadian driver’s license for the duration of their employment in that position. (Toronto and Burnaby only)

Notes

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.

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.

Important

We encourage interested candidates to apply promptly, as we will be reviewing and screening applications on a rolling basis until all available positions are filled. Federal Workforce Adjusted (WFA) employees are encouraged to apply for available positions and clearly indicate in their WFA status on their cover letter.

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. Gaps have been identified among Indigenous peoples and visible minorities for this position. 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.