Administrative Support – Director’s Office

Important messages

***VERY IMPORTANT NOTE: It is the responsibility of the candidate to clearly outline that they meet each of the screening criteria (i.e. Education and Experience Qualifications, both Essential and Assets) in the screening questionnaire. Please note that it is not sufficient to only state that the requirement is met or to provide a listing of past or current responsibilities. Rather the candidate must provide concrete and detailed examples that illustrate HOW, WHEN, and WHERE the qualification was met. Failure to do so could result in the application being rejected from the process. Resumes will be used as a secondary source to validate the information described in the screening questionnaire. The screening board cannot make any assumptions about your experience and will not contact candidates for additional or potentially missing information.

Please DO NOT send a cover letter. The screening questions replace the cover letter. We will NOT review cover letters.

Your resume may be used to validate the information provided in the screening questions.

Intent of the process

A pool of qualified candidates may be established and may be used to staff similar AS-01 positions with various linguistic profiles and/or requirements as well as tenures (Acting, Determinate, and Indeterminate appointments) and/or the security clearance (reliability or secret), which may vary according to the position being staffed.

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)

EDUCATION:

The minimum standard is:
• A secondary school diploma or employer-approved alternatives (see Note 1).

Notes:
1. The employer-approved alternatives to a secondary school diploma are:
o A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
o An acceptable combination of education, training and/or experience.
Candidates who already meet both of the following criteria must be accepted as meeting the secondary school diploma requirement:
c. Candidates who have achieved a satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; and

2. Acceptable experience and/or training in a field relevant to positions in the AS classification is required when the education qualification specified for the position being staffed is a secondary school diploma or approved employer alternatives.

An acceptable combination of education, training and/or experience is defined as three years of experience working in an office environment that required tasks such as: email management, client service in person/over the phone and computer skills.

Degree equivalency

EXPERIENCE:

Recent and significant* experience coordinating administrative activities in the office of a senior manager (director-level and above);

Recent and significant* experience in preparing and processing correspondence (letters, email etc).

Experience maintaining tracking tools and bring-forward systems.

*Recent and significant experience is defined as the depth and breadth of experience acquired over a three (3) year period within the last five (5) years.

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

English essential

Information on language requirements

ABILITIES:

Ability to establish priorities and work under pressure.

Ability to provide information to clients or management.

Ability to communicate orally.

Ability to communicate in writing.

Ability to use Microsoft Word.

Ability to prepare Microsoft Excel spreadsheets.

PERSONAL SUITABILITY:

Effective interpersonal skills.
Reliability.
Detail oriented.
Flexibility.
Initiative.
Judgment.

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

ASSET QUALIFICATIONS:
(Not essential, but preference may be given to candidates who possess asset qualifications)

EXPERIENCE:

Experience working in the Grants and Contribution Information Management System (GCIMS).

Experience taking meeting minutes.

Experience using financial software programs such as SAP.

Experience making travel arrangements.

Experience using systems such as Shared Travel Services (STS) – HRG software system.

Experiencing working with Indigenous communities.

OPERATIONAL REQUIREMENTS:

Willing and able to work overtime on short notice.

Conditions of employment

CONDITIONS OF EMPLOYMENT:

Various: Reliability and Secret

Other information

PLEASE NOTE: For this selection process, our intention is to communicate with applicants by EMAIL for screening/assessment purposes (including issuing screening results, and sending invitations for written tests and interviews). Applicants MUST include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users. It is your responsibility to inform us at all times of any changes regarding your contact information.

A variety of assessment tools may be used in the assessment of candidates, such as: *written test, practical test, situational exercise, *oral interview, simulation, presentation, role play, work samples, performance appraisals and/or *reference checks. Some assessment tools may be administered electronically, others, in-person. (*indicates those tools that will most likely be used in this process.)

More than one assessment tool may be used to evaluate a particular criteria. Some assessment tools may be administered electronically, others, in-person.

Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications, operational requirements, and organizational needs may be applied.

Breadth and depth of the assessed qualifications may be considered.

Candidates are expected to make a reasonable effort to make themselves available for assessments as scheduled. Rescheduling will only be permitted for accommodation measures or for other exceptional/extenuating circumstances, to be determined on a case-by-case basis.

Candidates invited to the assessment stage will be required to provide ORIGINAL proof of their education credentials, i.e., their degree or official transcript. Failure to do so may result in you not being considered further in the selection process.

Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca/

Candidates whose applications are retained for further consideration may be required to travel to attend an interview or for the administration of a test. If you are asked to travel in relation to this appointment process, you should direct any questions you have about travel entitlements to the hiring organization, when contacted, and they will provide you with the necessary information.

Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications, operational requirements, and organizational needs may be applied at the time of staffing. Candidates may be contacted and assessed against these criteria at any time during this process.

We strongly encourage applicants to submit their applications online. Following are some of the benefits associated with applying on-line:
• Applicants can create and manage their accounts and apply to job opportunities as long as an internet connection is available.
• Applicants can create a profile and retrieve stored application(s) (personal information, covering letter and résumé) previously submitted and modify them, if necessary, before submitting the application.
• Applicants can modify their application/resume at any time BEFORE the closing date indicated on the job advertisement.

Should you be unable to apply on-line on GC Jobs, please submit your application, quoting the Selection Process Number, to the application contact listed on the poster on or before the closing date

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.

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

A random or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

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.