Administrative Assistant - Office of the General Counsel

Division: Legal Services

City: Ottawa, ON

Type of position: hybrid with desk sharing

Job Term: Permanent Full-time (35 hours per week)

Union/Non: Excluded

Competition: 24-42

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a bilingual Administrative Assistant for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the General Counsel, the Administrative Assistant provides administrative and clerical support to the Legal Services Section. The Administrative Assistant role is essential in ensuring that the General Counsel office runs smoothly and efficiently.

Primary responsibilities:

Provide administrative assistance in support of the General Counsel and Legal Counsel.
Receive, sort, and distribute mail and correspondence to the appropriate individual and indicate priorities.
Compose, type, format, proofread, arrange for translation and Web posting and package a variety of documents in various formats.
Maintain files, records, and reference material. Prepare and produce signature-ready letters and memoranda, reports, minutes, and other documents.
Schedule appointments, events, and meetings. Arrange location, time, meeting facilities, and assemble required documentation. Notify participants, and send agenda and reminder notices.
Arrange travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. Input travel and meeting requirements into the Institute’s database for approval.
Respond to enquiries from internal and external clients. Convey relevant information to members.
Update and maintain information in appropriate databases. Create and maintain an index of legal files, an index of active and closed files, and a Legal Status Report on all active files. Maintain legal reference material in hard copy and electronic format.
Assist in ensuring legal documents are prepared, properly served on other parties, and filed with the appropriate administrative tribunal or Court. Receive and review reference to adjudication forms for accuracy and completeness.
Assist with the maintenance and dissemination of information related to Public Service Labour Relations and Employment Board hearings. Provide assistance with keeping of records of monthly hearing dates and providing dates to appropriate Institute staff.
Record and produce minutes of meetings.
May be requested to undertake other related duties on a periodic basis.

Knowledge and Experience Requirements

Education / Experience:

Completion of secondary school or provincial equivalent
Two (2) to three (3) years experience in performing secretarial, clerical, and administrative duties, preferably in a legal office or unionized environment, or
An equivalent combination of education and experience.

Language requirement:

Proficiency in both official languages (English and French / written and oral) is required.

Skills and experience required:

Knowledge of the Professional Institute’s organization and structure
Basic knowledge of legal and labour relations terminology
Experience in general office practices and procedures
Data manipulation skills to properly locate data and compile reports
Ability to set work priorities
Ability to take and transcribe minutes of meetings
Ability to maintain a filing system
Ability to compose routine correspondence
Ability to proofread and correct errors
Computer skills and experience with word processing and communication tools

Compensation Package

Salary Range: $54,714 to $68,394 (G2)
Group Benefits (Health, Dental, Life Insurance, Disability Insurance)
Defined Benefits Pension Plan
Vacation (4 weeks/year) and other generous paid leave
Paid time off from December 27th to 31st

How to apply

You must apply by email to staffingofficer@pipsc.ca, by 4:00 pm (Est) July 5, 2024. ID competition #24-42 in the subject line.

Kindly submit a cover letter and resume that align with the qualifications outlined in the job advertisement. Please ensure that your documents contain specific examples demonstrating how you have met the requirements of this position. We place significant importance on the information you supply in your application.

If you require a disability-related accommodation to facilitate your participation in the recruitment process, we kindly request that you get in touch with us to provide your contact details. Our Staffing team will promptly reach out to you within 48 hours. Please be assured that any information received in connection with accommodation requests will be kept confidential.

We are dedicated to fostering an inclusive, psychologically secure, harassment-free, and accessible work environment, starting with the recruitment process.

We thank all applicants for their interest. Please note that only candidates selected for an interview will be contacted.