INVENTORY: Administrative Support Assistant

Update: AMENDMENT - Closing Date

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.

Intent of the process

ANTICIPATORY STAFFING. This advertisement is for an inventory to fill future vacancies. A pool of qualified candidates may be established and may be used to staff future vacancies on an indeterminate, term, and/or acting basis. As positions become available, hiring managers may request referrals from the inventory. A random selection will be used at any time during the process to identify which applicants from the Inventory will be assessed.
It may also be used to staff similar positions in other work locations within the Saskatchewan Region.

Pool could be used for acting appointments under exceptional circumstances to protect employee's indeterminate status.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A covering letter in 2,500 words (maximum) "You will be required to show how you demonstrate the essential qualifications (i.e. Education, Experience and/or Occupational Certification) for the initial screening through your resume and/or through the answers that you are required to provide by completing the mandatory online screening questions. A cover letter may be provided but is not mandatory. It is NOT sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Rather you must clearly demonstrate HOW, WHEN, and WHERE the qualification was met through substantiation by examples. Information on your described skills, experience, etc. provided in a cover letter or screening questions should be supported by your resume. Failure to provide the above information in the format required may result in your application being rejected from the process."

Contact information for 3 references.

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:
Successful completion of secondary school according to provincial or territorial standards or general equivalency diploma (G.E.D.)

Degree equivalency

Experience:
Experience in providing administrative support services such as reception duties, mail handling, preparing correspondence and/or reports and/or filing.
Experience in using Microsoft applications such as Word, Excel and Outlook.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Asset Qualifications:
Experience classifying, storing, and retrieving documents stored in paper or electronic format utilizing a records document information management system.
Experience using databases for the purpose of data analysis, manipulation, verification & retrieval.
Experience providing support to a senior manager.

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

English essential

Information on language requirements

Knowledge:
Knowledge of current Aboriginal issues.

Abilities:
Ability to effectively communicate orally.
Ability to effectively communicate in writing.
Ability to proofread and correct spelling, grammar and punctuation errors.
Ability to perform clerical tasks quickly and accurately
Ability to prioritize workloads and meet changing deadlines.

Personal Suitability:
Client Service Orientation
Dependability
Interpersonal Relationships
Thoroughness
Initiative

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

Indigenous and Northern Affairs Canada is committed to having a skilled and diversified workforce representative of the population its serve. In support of our strategy to achieve our employment equity goals, preference may be given to candidates who, at the time of application, indicate that they are belonging to one of the following Employment Equity groups (self-declaration): Aboriginal peoples, Women, Visible Minorities and Persons with Disabilities.

The following Operational Requirements may be required. Candidates should indicate clearly in their application if they are willing and able to:
- Work overtime occasionally
- Work weekends occasionally
- Occasionally or frequently lift up to 25 kg (depending on position)
- Occasionally travel for work related business
- Possess a valid driver’s license

Conditions of employment

Reliability Status security clearance - or Secret depending on position.

Other information

1. Applicants who are entitled to a priority for appointment are encouraged to indicate this, along with their priority type, in their covering letter, résumé and/or application form.

2. Persons are entitled to participate in the appointment process in the official language of their choice.

3. You must indicate on your application if you require a technical aid for testing or an alternative method of assessment.

4. The client organization will accept applications on-line only.
All job applications must therefore be submitted through the jobs.gc.ca site. Following are some of the benefits associated with applying on-line:
- Applicants can create a profile and a resume that can be used when applying for other processes without having to recreate a new application each time.
- Applicants can modify their application/resume at any time BEFORE the closing date indicated on the job advertisement.
- Applicants can verify the status of their applications, at any time.
- Applicants can be notified electronically of tests or interviews and results.
- For some jobs, applicants will find important information, namely the job questionnaire that are only available when applying on-line.
To submit an application on-line, please select the button “Apply Online” below.
Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

5. FAILURE TO CLEARLY DEMONSTRATE HOW YOU MEET THE ESSENTIAL CRITERIA (Education and Experience) WILL RESULT IN THE REJECTION OF YOUR APPLICATION. APPLICANTS WILL NOT BE SOLICITED FOR INCOMPLETE OR POSSIBLE MISSING INFORMATION.

6. The assessment board cannot make any assumptions about your experience. It is insufficient to say that you have the required qualifications, or to list your current duties. When completing the screening questions, candidates must clearly demonstrate, using clear and concrete examples, how they meet essential and asset qualifications.

7. For this selection process, it is our intention to communicate with candidates VIA E-MAIL and/or GCJobs site for screening and assessment purposes; this will include communication of screening results and invitations to written tests and interviews. To that end, candidates must include a valid e-mail address in their application. IT IS THE CANDIDATE'S RESPONSIBILITY TO ENSURE THAT THIS ADDRESS IS FUNCTIONAL AND THAT IT ACCEPTS MESSAGES FROM UNKNOWN USERS (some e-mail systems block these types of e-mail). IT IS ALSO THE CANDIDATE'S RESPONSIBILITY TO ENSURE ACCURATE CONTACT INFORMATION IS PROVIDED AND UPDATED AS REQUIRED.

8. All communication relating to this process, including email correspondence and telephone conversations, may be used in the assessment of qualifications. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

9. Candidates must obtain the required pass mark for each qualification in order to be given further consideration in the selection process.

10. A written exam may be administered.
11. An interview will be administered.
12. Reference checks will be sought.
13. Candidates will be asked to provide proof of their education credentials and proof of citizenship at the assessment stage of this process. Failure to do so may result in your application not being considered further in the selection process.

14. Candidates invited to an interview will be required to bring proof of their education credentials, in the form of a diploma or official transcript (original documents only).

15. Candidates must provide three supervisory references, one of which must be your current supervisor.

16. The essential qualifications that are listed in the statement of merit criteria are mandatory. A pass mark will be established for each. Applicants must meet each essential qualification to be appointed to the position. An applicant may be appointed to the position even though he/she does not meet any or all of the asset qualifications. However, meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed. In the event that there are as many applicants who meet the essential qualifications as there are vacancies, the manager may decide not to assess some or all of the asset qualifications.

17. Achieving a representative workforce has been identified as an organizational need in the merit criteria, and may be applied in this appointment process.

18. PLEASE ENSURE YOU READ THE POSTER THOROUGHLY AS THE INSTRUCTIONS CONTAIN IMPORTANT INFORMATION THAT WILL BE REQUIRED IN THE APPLICATION PROCESS. FAILURE TO READ THE NOTES AND FOLLOW THE INSTRUCTIONS COULD RESULT IN YOUR APPLICATION MISSING CRITICAL INFORMATION THUS PROVIDING FOR INSUFFICIENT INFORMATION FOR THE ASSESSMENT BOARD TO COMPLETE YOUR ASSESSMENT AND RESULTING IN YOUR ELIMINATION FROM THE PROCESS.

19. Acknowledgment of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

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.