Clerical/Administrative Support Inventory

Important messages

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

Your application in this inventory will be active for 90 days. A notice that your application is about to expire will be posted to the "MY JOBS" menu of your account 5 days before the end of your active period. If you do not take action, your application will no longer be active and therefore no longer considered for this inventory. Should your application become inactive while the process is still open, a notice will be posted to your account indicating that your application has expired; you may select the link Update my Inventory Status to reaffirm your interest.

LOCATION NOTES: "Yarmouth" includes Tusket, "Saint John Region - Other locations" includes Quispamsis, and “Fredericton” includes Fredericton AND French Village.

You will be required to show how you meet the essential qualifications and the other qualifications (i.e. Education, Experience) by answering online screening questions. You must clearly demonstrate how, when (including duration), and where the qualification was met by providing clear and concrete examples. Lack of examples and details will result in your application being rejected as the Assessment Board will have insufficient information to determine if the requirement is met. Content of your response must be supported by your CV/resume as your responses to these questions will be used as a primary source of information and your CV/resume will be used to validate this information.

Failure to provide the above information in the format required will result in your application being rejected from the process.

The Government of Canada is committed to building a skilled workforce that is representative of Canada's diversity, which includes the recruitment of Canadian Veterans and releasing Canadian Armed Forces Personnel: https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/canadian-armed-forces-members-veterans.html

Intent of the process

This inventory will be primarily used to staff TEMPORARY positions (e.g. casual or term) on a full-time or part-time basis. A pool of partially or fully qualified candidates may be established to staff similar positions of various tenures including casual, term, or permanent.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

DEPENDING ON THE POSITION BEING STAFFED, ANY OF THE QUALIFICATIONS LISTED UNDER THE 'MAY BE NEEDED FOR THE JOB' SECTION MAY ALSO BE DEEMED AS AN ESSENTIAL QUALIFICATION AND ONLY CANDIDATES AND PERSONS WITH A PRIORITY ENTITLEMENT WHO POSSESS THOSE QUALIFICATIONS WILL BE CONSIDERED FOR THAT SPECIFIC VACANCY.

ESSENTIAL QUALIFICATIONS:

EDUCATION:

Secondary school diploma or an acceptable combination of education, training or experience, including experience gained in the Canadian Armed Forces.

Degree equivalency

EXPERIENCE:

Common for both CR-04 and AS-01 Positions:

Experience providing client service or customer service (e.g. general public or internal/external clients).

*Experience using word processing and spreadsheet software such as Microsoft Word and Microsoft Excel.

* Note: Candidates must clearly demonstrate their experience by providing details on the functions used (e.g. development of spreadsheets, creating reports, entering and editing data, formatting, importing data, creating tables, drafting letters, using various formulas, creating pivot tables, etc.)

Required for AS-01 Positions:

Experience providing administrative support services in at least three (3) of the following:
a) managing or maintaining electronic or hard-copy files;
b) organizing travel, training or events;
c) coordinating the schedule of a manager;
d) preparing or editing correspondence, documents or reports;
e) taking meeting minutes;
f) requisitioning supplies or controlling inventory;
g) creating contracts, entering purchase orders and purchasing goods and services;
h) fielding telephone or in person inquiries;
i) other

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
English essential
Bilingual imperative

Information on language requirements

ABILITIES:

Ability to communicate effectively orally
Ability to communicate effectively in writing

PERSONAL SUITABILITY:

Effective interpersonal relationships
Initiative
Dependability
Judgement
Attention to detail

The following may be applied / assessed at a later date (may be needed for the job)

DEPENDING ON THE POSITION BEING STAFFED, ANY OF THE FOLLOWING QUALIFICATIONS MAY ALSO BE DEEMED AS AN ESSENTIAL QUALIFICATION AND ONLY CANDIDATES AND PERSONS WITH A PRIORITY ENTITLEMENT WHO POSSESS THOSE QUALIFICATIONS WILL BE CONSIDERED FOR THAT SPECIFIC VACANCY.

ASSET QUALIFICATIONS:

Experience providing administrative support services in at least three (3) of the following:
a) managing or maintaining electronic or hard-copy files;
b) organizing travel, training or events;
c) coordinating the schedule of a manager;
d) preparing or editing correspondence, documents or reports;
e) taking meeting minutes;
f) requisitioning supplies or controlling inventory;
g) creating contracts, entering purchase orders and purchasing goods and services;
h) fielding telephone or in person inquiries;
i) other

Experience providing financial support services in at least three (3) of the following:
a) reconciling financial transactions;
b) verifying and paying invoices;
c) extracting, reconciling, interpreting and compiling financial information for use by management;
d) preparing budgets and financial spreadsheets;
e) analyzing financial management reports, recommending solutions and taking appropriate actions to resolve issues

*Experience using spreadsheet software, such as Microsoft Excel, at an Intermediate or Advanced Level.

* Note: Candidates must clearly demonstrate their experience by providing details on the functions used (e.g. development of spreadsheets, working with multiple spreadsheets, creating reports, entering data, formatting, importing data, using various formulas, creating pivot tables, etc.).

Experience preparing budgets and financial spreadsheets.

Experience analyzing financial management reports, recommending solutions and taking appropriate actions to resolve issues.

Experience using financial software packages such as Salary Management Information System (SMIS), Management Reporting System (MRS), Abacus, SAP, Quicken, etc.

Experience in conducting research and analysis.

Experience managing or maintaining hard-copy or electronic records/files.

Experience using virtual meeting technologies such as teleconferencing, video conferencing, or webinar.

Experience coordinating events such as conferences, meetings, or training.

Experience making hospitality arrangements in accordance with Federal Government processes/procedures.

Experience using fleet management systems such as ARI.

Experience using a travel system such as the Hogg Robinson Group (HRG) travel system.

Experience using the MariTime Software system.

Experience using Phoenix as a Timekeeper (Time and Labour Module).

Experience assisting in the crewing of vessels.

Experience working autonomously at a small or remote worksite (sole clerk/administrator on site).

Experience in the completion of Human Resources related paperwork (e.g. service requests, PAR’s, etc.)

Experience processing requirements for new employees such as obtaining security clearances and requesting IT accounts.

Conditions of employment

Reliability or Secret Security Clearance (depending on position being staffed)

Other information

The client organization will accept applications on-line only.

To submit an application on-line, please click on the button "Apply Now" below.

Reference checks may be sought.

An interview may be administered.

A written examination may be administered.

A standardized test may be administered.

Candidates must be prepared to provide original proof of education (including equivalencies), citizenship and references when requested.

Candidates must meet the essential qualifications to be appointed to a position.

Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

Depending on the number of applicants, Department needs and HR plans, volume management strategies such as random selection, top-down approach, and/or cut-off scores MAY be used for the purpose of managing applications/candidates.

Persons are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

As an equal opportunity employer, Fisheries and Oceans Canada is committed to accommodating the needs of persons with disabilities. We therefore encourage persons with disabilities to identify any accommodation needed. Fisheries and Oceans Canada has an Accommodation Policy and will accommodate up to the point of undue hardship for the duration of the selection process, and upon any offer of employment, for the performance of duties in the position.

DFO recognizes and values the important contribution volunteer work offers in developing employees' experience, skills, etc., as well as enriching our organization and communities. Throughout this selection process, you are encouraged to demonstrate how any relevant volunteer work (e.g., working on committees, union activities, employee networks, community work, etc.) has contributed to the development of your experience, skills, personal suitability, etc., as they relate to this position.

An alternate format of this notice and Statement of Merit Criteria are available upon request.

Vous pouvez obtenir ces renseignements en français.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.