Office Admin & Legal - Ottawa

Maxsys Staffing and Consulting is seeking an Intermediate Bilingual Admin Assistant, with a Valid Secret Security Clearance.
 
MUST HAVE:
 
Mandatory Criteria Cross Reference to Proposal and CV
[Supplier to insert] M1 Ability to communicate in English (reading, writing, oral) 
M2 Must hold a valid Government of Canada security clearance at the Secret level at time of bid closing 
M3 Hours of work: Mandatory from 8:30 a.m. – 4:30 p.m. For this criterion, please attach an email directly from the THS resource indicating that they are able to work these hours as specified 
M4 A confirmation email from the resource must be provided with the bid package, proving the agency is authorized to bid the resource for this requirement
 
M5 Minimum of 3 years’ experience (within the past 6 years) providing administrative support (organizing meetings, teleconference calls and events for senior management) 
M6 Minimum 3 years’ experience (within past 6 years) using MS Office Suite (Word, Excel, Outlook). 
M7 Minimum of 3 years’ experience (within the past 6 years) in using correspondence tracking system. 
M8 Minimum of 3 years’ experience (within the past 6 years) preparing, formatting and proofreading ministerial correspondence.  
M9 Minimum of 1 year experience (within the past 3 years) in maintaining and monitoring Budgets within a government department  
Name of Resource: 
Classification/Level: 
Point Rated Technical Criteria Points Scale Max Available Points Cross Reference to Proposal and CV Points Received
A. Experience
(as applicable)    
In addition to M6: Experience using MS Office Suite (Word, Excel, Outlook) creating and managing spreadsheets in Excel. Score two points per additional 6 months of experience up to a maximum of 2 years. 8  
In addition to M7:  Experience using correspondence tracking systems WebCIMS,  Sharepoint and EDMS. Score two points per additional 6 months of experience up to a maximum of 2 years. 8  
In addition to M8: Experience preparing, formatting and proofreading ministerial correspondence. Score two points per additional 6 months of experience up to a maximum of 2 years. 8  
Experience amalgamating and consolidating briefing books for Senior management meetings. Score three points per 6 months of experience up to a maximum of 3 years. 18  
Experience making domestic travel arrangements for Government officials using an on-line booking tool and processing travel claims.   Score three points per 6 months of experience up to a maximum of 3 years. 18  
Experience in providing financial administrative support on all files affecting a manager’s budget, specifically as it relates to Section 34 of the Financial Administrative Act.
 Score three points per 6 months of experience up to a maximum of 3 years. 18  
Total Points 78
 
DUTIES:
 
– Tracking documents such as ministerial letters, using WeBCims and Sharepoint
– routing correspondence and maintaining a bring forward system
– draft and/or edit documents using common word processing, spreadsheets, presentation
  (i.e. Word, Excel and PowerPoint)
– scans documents and sends emails accordingly
– maintains hard copies and electronic filing system for the Division
– book boardrooms for meetings and special events
– organizes meetings on behalf of the Chiefs and their sections
– prepares background material for meetings
– Experience using correspondence tracking system
– Preparing, formatting and proofreading ministerial correspondence.
– Maintaining and monitoring Budgets within a government department
– Providing administrative support such as organizing meetings, teleconference calls and events for      senior management

Experience;
Experience using MS Office Suite, including Microsoft Outlook, Word, Excel and PowerPoint.
Experience using WebCims and Sharepoint
Experience performing document and file management functions including e-filling
Experience organizing meetings, teleconference calls and events for the Director and Chiefs.
Coordinating international and domestic travel and hospitality claims for senior managements
 
If your CV can demonstrate all of the above, please contact Pamela: p.simper@maxsys.ca
 
Please Note that Only Qualified resources will be contacted.
 
 

Position Type Contract
Application Deadline June 16, 2017
Experience Required 3 years
Job Duration Temporary
Education Required High School