The Library of Parliament is a non partisan organization providing stimulating and rewarding work. We recognize that our employees are our most important asset and, as such, we offer excellent benefits, a minimum of four weeks’ vacation leave, learning opportunities to support professional and career development, competitive salaries, and more!
The Library believes that the excellence for which it is known is enhanced by nurturing an inclusive workplace that embraces diversity, values differences and supports the full participation of all employees. The Library is committed to creating and maintaining a diverse workforce reflecting the communities we live in and work in, the clients we work with, and Canadian society at large.
Executive Services provides strategic support and services to the Parliamentary Librarian, senior executives and the Library of Parliament in various areas, including corporate communications and management of the Library’s digital presence.
We are currently looking for candidates to staff the following position: Administrative Assistant.
The Administrative Assistant provides administrative and logistical support for to the Office of the Parliamentary Librarian (OPL) and reports to the Office Manager.
OFFICE OF THE PARLIAMENTARY LIBRARIAN
Determinate/Acting/Assignment/Secondment Position – (6 months with possibility of extension)
MPA-1 ($53,941 – $70,893)
Bilingual staffing – imperative: (CBC/CBC)
For the purposes of this selection process, the competencies listed in the attached Competency Profile will be evaluated.
NOTE: While this position is eligible for part-time telework, regular on-site presence is required at Library of Parliament workplaces located in the National Capital Region.
The following knowledge criteria will also be evaluated:
- General knowledge of the Library’s functions, mandate, and its role withing the Parliament of Canada
- Knowledge of corporate policies, administrative procedures and best practices related to financial administration, budgets, conference and training registration, travel arrangements, procurement, office equipment and electronic records management
- Knowledge of office procedures and practices, as well as software (Microsoft Office Suite, Adobe Acrobat Pro) and document management systems to input, retrieve and compile data and documents
To be considered, candidates must have:
- Successful completion of post-secondary education, or an acceptable combination of relevant education, training and experience
- Experience organizing and coordinating information, including in corporate document management systems, documents, files and “bring forward” systems
- Experience preparing and revising correspondence in both official languages
- Experience coordinating training, conference and travel activities
Candidates retained in this selection process will be required to obtain:
- A successful second-language evaluation (Bilingual staffing – imperative: CBC/CBC)
- A successful pre-employment screening
- This selection process is open to the public and to employees of the Library of Parliament, the Senate, the House of Commons, the Office of the Senate Ethics Officer, the Office of the Conflict of Interest and Ethics Commissioner, the Parliamentary Protective Service, and the Office of the Parliamentary Budget Officer.
- This selection process may include a second-language evaluation, a written qualifying exam and an interview. The interview will consist of behavioural, situational and knowledge-based questions. Candidates will be required to pass each stage in order to move to the next stage of the selection process.
Qualified candidates from this selection process may be considered for determinate or indeterminate positions at the Library of Parliament that require similar knowledge and/or competencies.
- On 20 June 2022, the vaccination requirement for employees of the Library of Parliament established by the Policy on COVID-19 Vaccination was suspended. The Library of Parliament will continue to follow the situation closely, and should the epidemiological conditions change, we will assess whether there is a need to reinstate the vaccination policy and the associated essential condition of employment applicable to indeterminate, determinate, student and intern hiring.
- Education and experience requirements will be used to determine which candidates will be asked to participate in the next stage of the selection process.
- Satisfactory references and proof of education are essential conditions of appointment.
- Travel and relocation expenses are the responsibility of the candidates.
- Must be legally allowed to work in Canada.
Apply no later than October 9, 2022 11:59 PM Eastern Time.
To apply, please send us your curriculum vitae, along with a covering letter indicating how you meet each of the education and experience requirements of the position. Please quote Staffing Process 22-LOP-248 in your documents and, in the subject line of your email.
Send us your application:
By email: LOPCareers-CarrieresBDP@parl.gc.ca
Questions? Contact Human Resources at 613-617-0943 or LOPCareers-CarrieresBDP@parl.gc.ca.
We thank all those who apply. Please note that only those selected for further consideration will be contacted.
COMPETENCY PROFILE FOR ADMINISTRATIVE SUPPORT – ASSISTANT
Adapting in order to work effectively in ambiguous or changing situations, and with diverse individuals and groups
Level 2: Adapts to situations.
• Changes own behaviour or approach to suit the situation.
• Adjusts rules or procedures, based on the situation, while remaining guided by the organization’s values.
• Adapts behaviour to perform effectively under changing or unclear conditions.
Providing service excellence to internal and/or external clients, addressing immediate and evolving client needs
Level 2: Maintains client contact.
• Follows up with clients during and after delivery of services to ensure that their needs have been met.
• Keeps clients up to date on the progress of the service they are receiving and changes that affect them.
• Maintains service to clients during critical periods.
• Addresses clients’ issues in order of priority.
Treating others fairly, honestly and respectfully, furthering the integrity of the organization and its relationships of trust within the work environment and in the broader community
Level 1: Acts in fair and ethical manner toward others.
• Treats everyone equally with fairness, honesty and respect all the time.
• Refrains from behaviour or language that is exclusionary or offensive.
• Focuses on organizational success rather than personal gain.
• Follows through consistently on promises and commitments made to others.
• Presents facts and circumstances transparently, no matter how difficult the facts may be.
• Guards confidential and sensitive information, passing it on only to those that need to know.
• Maintains ethical principles even in the most challenging circumstances.
Understanding the workings, structure, culture and distribution of power within and beyond the organization and for Parliament as a whole, and applying this understanding to solve problems and achieve desired outcomes
Level 2: Understands and applies informal organizational structures and processes.
• Identifies the unwritten, informal structures, culture, rules, power dynamics and decision-making processes.
• Builds an informal network of relationships to facilitate progress toward objectives.
• Positions arguments based on an understanding of informal communities of shared interest.
• Recognizes unspoken organizational constraints – what is and is not possible at certain times or at certain levels.
• Applies both formal and informal channels or networks for acquiring information and assistance and for accomplishing work goals.
Staying energized, productive and focused in the face of challenges, ambiguity, change or strenuous demands, and creating a supportive environment that helps others become more resilient and productive
Level 3: Adapts to ongoing or regular strenuous work demands.
• Retains perspective in the face of difficult or demanding situations (pervasive ambiguity, frequent change, heavy workloads).
• Describes disruptions as challenges rather than threats.
• Adjusts personal coping mechanisms to deal with disruptions.
PLANNING AND ORGANIZING
Making and following plans and allocating resources effectively to reach goals that are central to organizational success
Level 1: Plans and organizes own activities.
• Plans own activities according to predetermined standards or procedures.
• Monitors the quality and timeliness of own work.
• Seeks clarity on priorities as needed.
• Responsibly uses the resources at own immediate disposal.
ATTENTION TO DETAIL
Working in a conscientious, consistent and thorough manner to ensure accuracy and the quality of work products and services delivered
Level 2: Recognizes less obvious information.
• Verifies assumptions and information before accepting them.
• Seeks out others to check or review own work.
• Reviews all relevant information or aspects of a situation before taking action or making a decision.
Dealing with situations and issues proactively and persistently, seizing opportunities that arise
Level 3: Addresses imminent issues or opportunities (“imminent” does not necessarily mean that a crisis is involved).
• Takes action to avoid an imminent problem.
• Capitalizes on an imminent opportunity.
• Suggests ways to achieve better results or add value beyond the current situation.
• Perseveres in seeking opportunities to advance organizational objectives in the near term.
Communicating clearly and respectfully with different audiences, both orally and in writing
Level 2: Facilitates two-way communication.
• Recalls others’ main points, taking them into account in own communication.
• Checks own understanding of others’ communication (e.g., paraphrases, asks questions).
• Elicits comments or feedback on what has been communicated.
• Maintains continuous, open and consistent communication with others.
• Writes straightforward documents (e.g., meeting summaries, instructions) that are logical and comprehensive, while remaining concise.