Administrative Services Assistant

Important messages

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

Duties

Two types of positions could be staffed from this process.

1. Administrative Support Assistant/Program Assistant

The position reports to a Manager, and supports management by planning and coordinating the administrative workflow within the unit. Coordinates various services such as use of boardrooms, processing of translation requests, arranging of teleconference calls, equipment loans, loans of motor vehicles, and courier delivery services. Receives, screens and uses discretion to either respond or refer telephone calls, e-mail or mail from the public and/or Agency management and staff. May include administrative tasks specific to the administration of grants and contributions.

2. Records Mail/Management Assistant

This position reports to the Supervisor of Central Records, and researches and retrieves information/records from Agency information holdings and other information sources. Classifies records, uploads data to appropriate repository. Verifies accuracy of records, creates new files both hard and electronic as needed and conducts file inspections for quality assurance.

Intent of the process

The intent is to staff one indeterminate position and a possibility of a term position for up to 1 year.

*ANTICIPATORY: A pool of qualified candidates may be established through this process to staff identical or similar positions for various tenures including indeterminate, if this or another position should become vacant.

Positions to be filled: 1

Information you must provide

Your résumé.

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 performing various administrative duties such as filing, word processing and preparing various documents such as correspondence, memos and reports.
• Experience in providing service to internal and/or external clients.
• Experience working with software applications such as Microsoft Suite (Microsoft Word, Outlook, Excel, Powerpoint)

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

Experience:
• Experience in the procurement of goods and services.
• Experience in Records management.
• Experience dealing with public and/or private sector organizations.
• Experience in the administration of grants and contributions.

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

Various language requirements
Bilingual Imperative: BBB/BBB, CBC/CBC and CCC/CCC.

Information on language requirements

Competencies:
• Attention to Detail
• Dependability
• Initiative
• Teamwork
• Judgment
• Adaptability
• Communication (Oral and written)

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

Organizational needs
In support of achieving a represented workforce, current or future organizational needs may require consideration be given to candidates self-identifying as belonging to one of the following Employment Equity groups: women, members of visible minorities, persons with disabilities, and Aboriginal peoples.

Operational Requirements:
• Some positions require the possession of a valid driver’s license.
• Some positions require the lifting of files and heavy boxes (up to 40lbs)
• May be required to work over-time on short notice.
• Willingness to travel for meetings or training as required.

Conditions of employment

Security:
Reliability and Secret: Various-some positions have a need for reliability clearance, others for secret clearance.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

• PLEASE NOTE: Candidates are strongly encouraged to submit their application
online via the jobs.gc.ca site, as you must complete the screening questionnaire. Failure to provide a complete application consisting of both the screening questions answers and a resume, may result in your application being rejected.
• Various assessment tools may be used.
• Random selection could be used to identify which applicants will be assessed
• All written and verbal communication obtained throughout the selection process,
from the time of application to close of process, may be used to evaluate the candidate.
• You will be required to provide proof of your education credentials.
• Persons are entitled to participate in the appointment process in the official language of their choice.
• For this selection process, it is our intention to communicate with candidates via email for assessment purposes. This will include invitations to written tests and interviews. To that end, candidates must include a valid email 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. It is also the candidate's responsibility to ensure accurate information is provided and updated as required.

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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