Executive Secretary to the Assistant Deputy Ministers
Closing date: Jun 22, 2018
Department: ITI Directorate
Job Code: 15668
Salary: $62,946 - $75,153
Job Description: View full job description
About the Job
The Department of Industry, Tourism and Investment (ITI) works through wide-ranging partnerships and initiatives to deliver quality programs and services that promote and support economic development, diversification and prosperity in the interest of Northwest Territories residents – their businesses and communities.
The Executive Secretary to the Assistant Deputy Ministers is directly responsible for providing senior professional secretarial and administrative support to the Assistant Deputy Minister, Economic Development (ADM-EC) and the Assistant Deputy Minister, Mineral and Petroleum Resources (ADM-MPR) and the Directorate as required.
The position is located in Yellowknife and reports to both the ADM-ED and the ADM-MPR. The incumbent performs senior secretarial and administrative duties and functions as the key secretarial support to the ADMs. The incumbent ensures that all written documentation conforms to departmental and government formats, procedures and policies. The incumbent is responsible for coordinating, editing and reviewing documentation provided by (two) six divisions and five regions (the Divisions and Regions). The ADM's Executive Secretary provides guidance and direction to all Divisional support staff.
In addition, there exists a close relationship between the ADM's Executive Secretary and the Deputy Minister's Senior Administrative Coordinator. A high degree of cooperation is required between the two positions as common issues, urgent requests and subject matter will require collaboration to complete most tasks. They must have complementary skills, knowledge, abilities and compatible work styles. The incumbent will also provide relief secretarial services for the Deputy Minister and the Minister of Industry, Tourism and Investment.
The majority of the work is self-initiated; however, advice and guidance may be solicited from the supervisor. The incumbent works independently within established procedures for the position. In addition, the incumbent will receive either written or verbal assignments from the ADMs. The incumbent deals daily in person or on the telephone with a variety of contacts including departmental staff, officials from other government departments, representatives from Aboriginal organizations and the general public. This position requires the capability for a high-level of productivity and quality control. The incumbent plays a pivotal role in ensuring deadlines are met, output is quality controlled and staff is adequately supported. The incumbent handles and is exposed to a variety of confidential and sensitive documents and delicate issues which can result in stressful situations.
The knowledge required for the position is:
•Exceptional knowledge of computer information systems including databases, website maintenance and MicroSoft Office programs;
•Good working knowledge and understanding of appeal processes;
•Advance knowledge of ARCs and ORCs filing systems as well as DIIMS;
•Excellent knowledge of office processes and procedures;
•Knowledge of legislation applicable to employment standards' appeals;
•Knowledge of budget, accounting and financial procedures;
•Knowledge of minute taking;
•General knowledge of the GNWT's financial management system SAM.
The skills required for the position are:
•Exceptional administrative and coordination skills;
•Proven communication skills, in English, both written and oral.
Decisions resulting in poor quality of work, delays in meeting deadlines and errors made in performing duties could create embarrassment for the organization. Breaches of confidentiality and/or the provision of inaccurate/incorrect information can have serious legal and reputational implications.
The incumbent works in a busy, open work environment impacting ability to concentrate. There is constant interruptions, heavy traffic area and high noise levels. Must be able to perform precision work especially with regards to senior level correspondence and report preparation.
Equivalent combinations of education and experience will be considered.
Salary for this position is currently Under Review.
Eligibility lists may be created from this competition to fill future term and indeterminate positions.
Candidates must clearly identify their eligibility in order to receive priority consideration under the Affirmative Action Policy.
Diversity and Inclusion
The Government of the Northwest Territories is an inclusive workplace. If you have a disability and you require support during the hiring process, you are encouraged to identify your needs if you are contacted for an assignment or interview so that you may be accommodated during the hiring process.
Job Opening Information
Job Opening ID # 15668
Closing Date: June 22, 2018 - 23:59, Mountain Standard Time
Management and Recruitment Services
Department of Finance
Government of the Northwest Territories
Yellowknife Centre 5th Floor
P.O. Box 1320, Yellowknife NT X1A 2L9
Fax: (867) 873-0445