Stream 1: AS-02 Administrative Assistant | Stream 2: AS-03 Advisor, Ministerial Services

Important messages

You are strongly encouraged to submit your application online via the jobs.gc.ca site, as you will be asked to complete SCREENING QUESTIONS in which you must clearly demonstrate how you meet the EDUCATION and EXPERIENCE criteria listed in the essential qualifications and asset qualifications (other qualifications).

Your answer should clearly identify your role and explain relevant responsibilities and/or actions that you took. Additionally, please be sure to provide sufficient information regarding dates & duration, scope of work, project or job complexities (as appropriate). If applicable, please answer the screening questions pertaining to the asset qualifications (other qualifications). You are not required to possess the asset qualifications, but they may be a deciding factor in choosing the person to be appointed.

Duties

Stream 1: AS-02 Administrative Assistant

As part of the Negotiation, Governance and Individuals Affairs Directorate, the Administrative Assistant is responsible for providing administrative, support and advisory services in support to office management, human, financial and material resources management, including office and automation services to ensure the directorate’s smooth operation of administrative activities and operations. He or she also provides operational support to the directorate’s managers and directors by coordinating activities such as strategic and operational planning, preparing and overseeing training and professional development plans.

Stream 2: AS-03 Advisor, Ministerial Services

As part of the Strategic Services and Communications Directorate, the Advisor, Ministerial Services, is responsible for writing, revising and coordinating briefing notes, scenario notes, responses to ministerial correspondence, reports, parliamentary documents, as well as planning, coordinating and overseeing the minister’s and deputy minister’s travels in Quebec. He or she also provides general administration and financial support services to the Strategic Services and Communications Directorate, in addition to managing translation services for employees of the Quebec regional office

Work environment

Indigenous and Northern Affairs Canada (INAC) supports Indigenous people (First Nations, Inuit and Métis) and northern peoples in their efforts to improve their social well-being and economic prosperity, develop healthier, more sustainable communities, and participate more fully in Canada's political, social and economic development—to the benefit of all Canadians.

The Quebec regional office of INAC is located in the Lower Town of Quebec City, in the Saint-Roch neighbourhood, close to public transit and all services. It offers front-line services and programs catering to Quebec’s First Nations.

Intent of the process

Stream 1: AS-02 Administrative Assistant: The immediate need is to staff one (1) position for an indeterminate period.

Stream 2: AS-03 Advisor, Ministerial Services: Anticipatory staffing

Candidates at level may be considered first.

A pool of partially or fully qualified candidates may be established to staff similar or identical positions at Indigenous and Northern Affairs Canada (INAC) with various linguistic profiles, requirement as well as tenures and/or the security clearance, which may vary according to the position being staffed.

The pool could be used to offer acting appointments, assignment, secondment or deployment under exceptional circumstances in order to protect employee's indeterminate status.

Positions to be filled: 1

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)

EDUCATION:
• Secondary school diploma.

Degree equivalency

EXPERIENCE:
• Experience in providing administrative services to management.

• Experience in financial management, including forecasts, expenditure tracking and generating reports.

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

Various language requirements
• Various profiles from French essential to bilingual imperative AAA/AAA, BBB/BBB or other.

Information on language requirements

KNOWLEDGE:
• Knowledge of Microsoft Office Suite.
• Knowledge of the Financial Administration Act and of the federal government’s financial management policies and procedures.

ABILITIES:
Streams 1 and 2
• Ability to manage several tasks at once, set priorities and meet tight deadlines.
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.

Stream 2
• Ability to revise various documents.
• Ability to analyze problems and make recommendations.

PERSONAL SUITABILITY:
• Working effectively with others.
• Showing initiative and being action-oriented.
• Judgement. *
• Demonstrating integrity and respect.
• Adaptability.
• Reliability.

* Will be assessed by the Personal Psychologist Test's of the Public Commission Service "Judgement 375".
https://www.canada.ca/en/public-service-commission/services/staffing-assessment-tools-resources/human-resources-specialists-hiring-managers/human-resources-toolbox/personnel-psychology-centre/consultation-test-services/public-service-commission-tests/test-judgement-375.html

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

EXPERIENCE:
Stream 1
• Experience in project management.

• Experience in dashboard development.

Stream 2
• Experience in reviewing and editing correspondence or briefing notes for approval.

• Experience in coordinating events, meetings or special activities.

• Experience in supervising employees.

PERSONAL SUITABILITY:
Stream 1 and 2
•Thinking things through

ORGANIZATIONAL NEEDS:
The Department of Indigenous and Northern Affairs of Canada is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: women, Indigenous Peoples, visible minorities and persons with disabilities.

OPERATIONAL REQUIREMENTS:
• Willingness and ability to work overtime on short notice.

Conditions of employment

Security: Various: Reliability – Secret clearance (depending on the position to be filled).

Other information

• All job applications must be submitted via the jobs.gc.ca site.

• Acknowledgement of receipt of applications will not be sent.

• All information pertaining to this process will be sent by e-mail and/or will be indicated in your account at jobs.gc.ca. Candidates who participate in this selection process must include an electronic e-mail address which accepts e-mails from unknown users (some e-mail systems block this kind of e-mail). It is your responsibility to verify your e-mail and account at jobs.gc.ca on a regular basis for new communication regarding this selection process.

• All communication relating to this process, including email correspondence and telephone conversations, may be used in the assessment of qualifications.

• Various assessment tools may be used in this selection process (written tests, interview, reference checks, etc.)

• Standardized tests may be administered such as:
Written Communication Proficiency Test (WCPT-351)
Test of Reasoning (TOR-373)
General Competency Test: Level 2 (GCT2)

Additional information on these tests may be obtained on the following websites:
https://www.canada.ca/en/public-service-commission/services/staffing-assessment-tools-resources/staffing-assessment-services-job-seekers-employees.html

IMPORTANT: If you already have valid results for these tests, please be prepared to send them when requested. Information on how to obtain your previous results is available on the following website: http://www.psc-cfp.gc.ca/ppc-cpp/test-examen-result/result-eng.htm

• Please identify clearly your substantive group and level and your employment status on your application form.

• Please identify clearly for which position(s) you are submitting an application

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.