Line Haspect
Ottawa,ON
Overview
32
32
years of professional experience
Work History
Ministerial Correspondence Officer
Service Canada
08.2014 - Current
- To use a correspondence and document tracking system (WebCims) on a daily basis to assign correspondence to the suitable Service Canada and ESDC officials
- Establish and use a Bring Forward (BF) system which enables me to ensure deadlines are respected
- Set priorities to ensure that deadlines are met and documents and correspondence are completed in a timely manner
- Prioritizing and tracking a high volume of written documents and correspondence
- Responsible for the management of ministerial correspondence for the entire Branch, which involves negotiating deadlines, assigning requests to the appropriate area, assigning due dates and following up on the status of responses
- Provided advice and recommendations on the procedures and processes of preparing memoranda, correspondence and briefing notes and ensure proper format and protocol is followed.
Administrative and Resources Officer
Service Canada
01.2008 - 07.2014
- Monitoring all requests for goods and services for our directorate consisting of about 500 employees by determining the appropriate method of procurement in accordance with government and contracting guidelines
- Managing, contracts over $10, 000 including several Canada Post that are over $100,000, making amendments when requested as well as ensure deadline and renewal dates are met in a reasonable time frame
- Reconciliation of Commitments and Expenditures using Operations & Maintenance Transactions Module (OMTM)
- Forwarding training forms, payment requisitions, travel claims contracts, Journal Vouchers, OGD’s and other related financial transactions to the Director/Director General and/or Assistant Deputy Minister for approval signature
- Preparing journal vouchers in order to correct coding errors or debit/credit to other Cost Centers RC’s (i.e
- Centrally Managed Cost Pool)
- Analyzing data (i.e
- Forecast) and discuss findings with Planning and Forecasting Officer to ensure that Senior Management is provided with reliable and accurate financial information
- Providing financial support while keeping with the Treasury Board Policies and Financial Administration Act regulations
- Updating of our Electronic directory that synchronizes with the Government Electronic Directory System (GEDS)
- Training coordinator for the directorate that consist of about 500 employees
- Entering in the Corporate Management System (CMS) the Learning report information
- Distributing of pay checks and stubs
- Responsible for the directorate acquisition card
- Back-up for all other staff in Business Management while they are away from the office
- Compiling, consolidating and arranging data for various reports using Excel, CMS, IRIS, Power Play and the Human Resources Database
- Entering in CMS (before paperless), leave forms and extra duty authorizations while keeping with the collective agreement
- Dealing with various company representatives for best quotes on supplies and services
- Ensuring that all travel requests have been approved by the ADM before funds are committed and when required blanket authorities were completed for Canadian and International travellers
- Purchasing of ergonomic assessments and accessories
- Updating organizational charts and floor plans by using Visio
- Maintaining the signature cards for both Finance and Human Resource delegation as well as advise Management when their revalidation are due
- Ensuring that the Blanket Acting Designation Memorandum (BADM) is completed accordingly at the start of every fiscal year in keeping with the Treasury Board signing authority delegation
- Working within the HR group by helping them processing assignment requests, deployments, acting’s, and extension and hiring of students (FWSEP)
- Assist the office Manager with various financial report updates
- Gathering the Performance Agreement (PA's) at the beginning of fiscal year and at mid-year and enter the data in CMS
- Implementing of the new travel tool called Expense Management Tool (EMT) mandatory for all travellers before the end of November 2011
- This implicated the traveller, the arranger and the approver
- I was the lead contact for this project.
Scheduling Assistant to the Assistant Deputy Minister
Service Canada
01.2005 - 01.2008
- Providing various administrative services for the Assistant Deputy Minister and prioritizing daily tasks
- Maintaining, co-ordinating, prioritizing and reorganizing the Assistant Deputy Minister’s schedule
- Preparing daily file folders for the Assistant Deputy Minister as well as signature book
- Advising the Office Manager and the Special Advisor of upcoming events
- Monitoring BF system to ensure effective management of documents and invitations
- Liaison with other executives within the branch and from other government departments and agencies
- Planning, organizing and coordinating travel arrangements/claims within Canada, United States and International
- Consulting with Assistant Deputy Minister, Special Advisor and Office Manager on a routine basis regarding various files
- Various other administrative duties.
Administrative Assistant to Director General
Social Development Canada
01.2004 - 01.2005
- Providing various administrative services for the Director General and prioritize daily tasks
- Maintaining, co-ordinating, prioritizing and reorganizing the Director General’s schedule
- Researching, planning, co-ordinating and making arrangements for meetings and conferences
- Responding to inquiries/requests and redirecting accordingly, on behalf of the Director General
- Preparing various documents with knowledge in computer skills and proof reading
- Attending weekly meetings with Director General and staff.
Administrative Assistant to Director
Human Resource Development Canada
01.2003 - 01.2004
- Providing various administrative services for the Director’s and prioritizes daily tasks
- Maintaining, co-ordinating, prioritizing and reorganizing the Director’s schedule
- Making travel arrangements and preparing travel claims for the Director
- Processing incoming and outgoing correspondence and other documentation via mail, e-mail and courier services
- Compiling, consolidating and arranging data for various reports and related administrative activities for use by HR Advisors
- Maintaining staff leave account
- Purchasing of supplies based on requirements
- Placing service calls to the LAN team when necessary
- Forwarding forms, invoices, contracts to the Director for approval, signature and then send to the finance group for processing
- Monitoring expenditures and expense reports and recommending adjustments
- Distributing paycheques and stubs
- Printing various budget documents oriented for the Division by using CMS.
Administrative Assistant to Director General
Human Resource Development Canada
01.2001 - 01.2003
- Providing various administrative services for the Director General and prioritize daily tasks
- Maintaining, co-ordinating, prioritizing and reorganizing the Director General’s schedule
- Researching, planning, co-ordinating and making arrangements for meetings and conferences
- Composing and preparing correspondence and documents for the Director General’s signature
- Proof reading and editing of all correspondence routed through the Director General’s office
- Responding to inquiries and requests and redirecting accordingly, bring forward a filing system on behalf of the Director General to ensure follow-up on a timely basis
- Liaison with other executives within the branch and from other government departments and agencies
- Receiving, monitoring and executing of the Director General’s assignments through WebCIMS
- Screening incoming correspondence and determining who should act on the correspondence (i.e
- Director, Manager, etc.)
- Making travel arrangements and preparing travel claims for the Director General
- Purchasing and controlling office supplies within the directorate
- Maintaining a continuous update of various Committee documents
- Consulting with DG on a routine basis regarding various files.
Secretary for Special Advisor (Western Canada)
Minister’s Officer
01.1999 - 01.2001
Receptionist/Administrative Assistant
Minister’s Office
01.1997 - 01.1999
Receptionist
Western Economic Diversification
01.1992 - 01.1997
Administrative Assistant to Director
Social Development Canada
01.2004
- Providing various administrative services for the Director’s office and directorate
- Scheduling internal/external meetings prepare agenda, documents/presentations and distribute to appropriate participants
- Typing minutes of monthly team meetings
- Reviewing incoming mail and electronic messages and determining the necessary action to be taken
- Proof-reading all outgoing correspondence and ensuring that all relevant documents are attached
- Making travel arrangements and preparing travel claims
- Purchasing of supplies based on requirements
- Managing a document tracking system and a BF filing system
- Controlling maintenance and LAN requests for our directorate.
Education
High School Diploma -
Polyvalente De Buckingham
Buckingham, QC06-1980
Skills
- Systems Applications Products: myEMS (SAP), Shared Travel Services (STS)
- Microsoft Office (Window 7) Outlook, Word, Excel, PowerPoint and Visio
- WebCims
- CMS (Corporate Management System)
- IService
- Inquiring, Reporting & Information Systems (IRIS)
- Cognos Power Play Web Series 7, Web Users
- WordPerfect 51, 60
- Excellent navigational skills in Intranet/Internet
Employment Group
AS-02
Tel Work
819-654-7405
P R I
073-472-697
Security Clearance
Reliability
References
Available upon request
Languages
French, English
Languages
English
Native/ Bilingual
Timeline
Ministerial Correspondence Officer
Service Canada
08.2014 - Current
Administrative and Resources Officer
Service Canada
01.2008 - 07.2014
Scheduling Assistant to the Assistant Deputy Minister
Service Canada
01.2005 - 01.2008
Administrative Assistant to Director General
Social Development Canada
01.2004 - 01.2005
Administrative Assistant to Director
Social Development Canada
01.2004
Administrative Assistant to Director
Human Resource Development Canada
01.2003 - 01.2004
Administrative Assistant to Director General
Human Resource Development Canada
01.2001 - 01.2003
Secretary for Special Advisor (Western Canada)
Minister’s Officer
01.1999 - 01.2001
Receptionist/Administrative Assistant
Minister’s Office
01.1997 - 01.1999
Receptionist
Western Economic Diversification
01.1992 - 01.1997
High School Diploma -
Polyvalente De Buckingham
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