Admin Support / Finance Clerk / Im Administrator

This career opportunity will be used to staff current and anticipated vacancies across CSIS and may also be used to staff other similar positions. You must clearly indicate, in your cover letter, if you have a preference between the three (3) positions.

Job Summary

Administrative Support

Major Responsibilities

• Compile/maintain reference material and/or systems/logs on a variety of projects/subjects by reviewing and synthesizing the information/data that would facilitate the preparation of reports;
• Provide day to day administrative support to a branch or program;
• Monitor the program's planning and budget processes by providing historical and comparative data and by keeping management informed of upcoming deadlines;
• Process administrative requests, organize and prioritize administrative work;
• Schedule and coordinate meetings with other enabling branches, clients and/or external stakeholders;
• Provide support functions to the branch management or program by maintaining and monitoring activity tracking processes and responding to incoming and outgoing communications;
• Prepares meeting documents; takes minutes of internal meetings, transposes notes into electronic format and disseminates the final minutes to participants;
• Act as a resource person by providing advice and policy interpretation to managers and employees.
• Provide direction to employees and clients regarding administrative procedures and policies;

Finance Clerk

Major Responsibilities

• Process payment of invoices within specified time frames;
• Perform account verification responsibilities ensuring certification of Section 34 of the Financial Administration Act on all documents;
• Reconciliation of financial reports;
• Process payment of accounts by verifying that all contract terms and conditions have been met and determining the right financial coding to avoid financial loss and payment duplication;
• Administer and maintain the contingency account/cash advance system including control and reconciliation of the contingency by distributing and receiving money;
• Liaise with suppliers to give and obtain information necessary to ensure the accuracy of accounts/financial transactions and to rectify any irregularities.
• Liaise with managers/employees on expenditures by ensuring that they comply with policies and regulations;

Information Management Administrator

Major Responsibilities

• Respond to client requests for creation, filing, charge in/out of corporate files;
• Provide information management advice and guidance to clients related to IM policies, procedures and initiatives
• Participate in information digitization and quality assurance;
• Support retention and disposition activities;

Education

• College diploma and two (2) years of related experience*
• High school diploma and four (4) years of related experience**

The educational program must be 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 through a recognized credential assessment service.

Note: Any higher level of education could be recognized as experience.

Experience

• Experience providing service to internal or external clients / general public.
• Two (2) years of experience required.
• Four (4) years of experience required.
• Experience in general administrative duties;

Candidates Must Also Possess

• Experience using a variety of software, including but not limited to: word processing, email, database and spreadsheet applications.

Assets

Candidates may also demonstrate in their application if they meet any of the following asset criteria:

• 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.
• Experience working in a legal environment;
• Experience in using a resource management system such as SAP, Oracle or FreeBalance.
• Experience in data entry;
• Experience in digitization;
• 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 in handling large amounts of money and daily cash balancing;
• Experience working in an information management or record keeping environment using electronic document and records management systems (e.g. Open Text eDOCS, EDRMS/RDIMS/IRIMS, etc.);
• Experience in preparing correspondence;

Competencies

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

Conditions of Employment

Not Applicable

Notes

The vacant positions with a linguistic profile of English essential (EE) are for the following regions only:

• Edmonton, Alberta
• Burnaby, British Columbia
• Toronto, Ontario

If a position is identified as imperative, the employee being appointed to the position must meet the language requirements of the position, as demonstrated by valid second language evaluation (SLE) results, at the time of appointment.

If a position is identified as non-imperative, the employee who is appointed to the position and who does not meet the linguistic profile of the position upon appointment, is considered to be “conditionally appointed” to a bilingual position. In this situation, the employee must meet the language requirements of the position within two years of the appointment date.

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.

You are invited to visit Canada.ca for tips on how to submit a powerful application.

www.canada.ca/en/security-intelligence-service/corporate/csis-jobs/how-to-submit-a-powerful-application

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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