Account and Administrative Assistant positions at ACOA (AS-2)

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

Two types of jobs could be staffed from this job advertisement:

STREAM 1: EXECUTIVE ADMINISTRATIVE ASSISTANT
STREAM 2: ACCOUNT ASSISTANT

What makes Collective Processes unique? You only need to apply once, but can be considered for different job opportunities. You can be considered for one or two depending on your experience and background. Please be sure to indicate which streams are of interest to you.

To apply for this process:
• upload your resume
• answer the pre-screening questions online

Only on-line applications will be accepted. All job applications must therefore be submitted through the Public Service Resourcing System (PSRS). Persons with disabilities preventing them from applying on-line are asked to contact the Public Service Commission at 1-800-645-5605.

Work environment

At the Atlantic Canada Opportunities Agency (ACOA), we are invested in our people, our communities, and our economy. Every single one of our nearly 600 employees contributes to our success – and the success of our region. We work together to help businesses become more competitive, innovative and productive, to develop and diversify local economies in our communities, and to champion the strengths of Atlantic Canada.

To give you a better idea of who we are, watch this short video : http://www.acoa-apeca.gc.ca/eng/Agency/mediaroom/Videos/Pages/195.aspx

Intent of the process

The intent of this process is to create a pool of candidates to staff anticipated permanent and/or temporary vacancies to staff, identical or similar, positions within ACOA.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

EDUCATION

REQUIRED FOR STREAM 1 AND 2

ED1: Secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE

REQUIRED FOR STREAM 1 AND 2

EX1: Experience working with software, including Microsoft Office, Internet search engines and web-based tools

REQUIRED FOR STREAM 1 ONLY: EXECUTIVE ADMINISTRATIVE ASSISTANT

EX2: Experience providing administrative services to senior management including:
o coordinating and managing the activities of an office;
o drafting and coordinating correspondence and files;
o responding to telephone and email inquiries;
o maintaining an agenda;
o scheduling and coordinating meetings and teleconferences;
o maintaining an extensive electronic filing system; and
o making travel arrangements and processing travel expense claims.
EX3: Experience in tracking deliverables and maintaining a follow-up system to ensure deadlines are met

REQUIRED FOR STREAM 2 ONLY: ACCOUNT ASSISTANT

EX4: Experience in the verification of claims and contract conditions
EX5: Experience processing invoices and compiling financial information
EX6: Experience coordinating, monitoring and preparing various documents such as, but not limited to, forms, letters, contribution agreements, amendments, payment letters, acknowledgement letters and requests for information
EX7: Experience providing advice or information to officers or external clients.

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

Various language requirements
Different levels of bilingual proficiency could apply:
-Bilingual imperative BBB/BBB
-Bilingual imperative CBC/CBC
-Bilingual imperative CCC/CCC

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

COMPETENCIES

REQUIRED FOR STREAM 1 AND 2

C1: Attention to Detail
C2: Written and Verbal Communications
C3: Judgment
C4: Adaptability
C5: Planning and Organizational Skills
C6: Teamwork

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

EDUCATION (ASSET)

COULD APPLY FOR STREAM 1 AND 2

AED1: Successful completion of an acceptable post-secondary educational program in a specialty relevant to the position OR an acceptable combination of education, training and/or experience

Degree equivalency

EXPERIENCE (ASSET)

COULD APPLY TO STREAM 1 AND STREAM 2:
AEX1: Experience in working with software such as QAccess, SharePoint, InfoPath forms, and/or GCDocs

COULD APPLY TO STREAM 1: EXECUTIVE ADMINISTRATIVE ASSISTANT
AEX2: Experience in managing the agenda and coordinating the daily operations and activities of a senior manager or executive for at least three years
AEX3: Experience handling confidential, protected and sensitive material
AEX4: Experience providing administrative support services for a specific functional area such as finance, human resources, operations, programs, policy or others

COULD APPLY TO STREAM 2: ACCOUNT ASSISTANT
AEX5: Experience working with financial statements
AEX6: Experience processing claims for payment or auditing claims
AEX7: Experience drafting contribution agreements
AEX8: Experience analyzing business proposals and/or project files

ORGANIZATIONAL NEED - COULD APPLY TO STREAM 1 AND 2

In support of achieving a representative workforce, current and/or future organizational needs may require that 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 REQUIREMENT - REQUIRED FOR STREAM 1 AND 2

Requirement to work extended hours on short notice

Conditions of employment

SECURITY:
Various security profiles required depending of the position:
- Reliability Status
- 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

GUIDELINES ON HOW TO COMPLETE YOUR APPLICATION

Your application must be submitted through the Public Service Resourcing System (PSRS). To submit your application, please select the link “Apply Online” shown above.

• HOW TO STRUCTURE

You must answer the screening questions by clearly demonstrating how you meet each of the screening criteria (i.e. education, essential experiences and any asset experiences that apply). You must meet all the essential qualifications in order to be appointed to the position.

• WHAT CONTENT ARE WE LOOKING FOR

You must provide concrete and detailed examples. We encourage you to describe in detail when, where and how you gained the experiences. As an example, this could include a description of context, priority of the requirement, degree of complexity of the problem/task, undertaken actions and outcomes. The screening board will not make any assumptions about your experience. It is not sufficient to say that you have the required qualifications or to list your current duties.

Your resume may be a secondary source to confirm the experience described in the screening questions. Applications that do not clearly demonstrate that the candidate meets the screening criteria will not be given further consideration. You will not be solicited for incomplete or possible missing information.

• PROOF OF EDUCATION

You will be asked to provide proof of education credentials at the time of assessment. Candidates with foreign credentials will be asked to provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca/.

• ASSESSMENT

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

An interview will be administered.

A written examination may be administered.

Reference checks will be sought.
All written and verbal communication obtained throughout the selection process may be used to evaluate the candidate.

• TOP DOWN APPROACH

Selection decisions may be based on the level, breadth or degree of qualifications achieved in one or more qualifications; for example, preference may be given to the candidate that has scored highest on a specific qualification or combination of qualifications. A cut-off score screening approach may be undertaken. Applicants who meet the essential experience criteria may be ranked according to the depth and breadth of experience they possess. Only the top ranking applicants may be invited to the next phase of assessment. Asset (desirable) criteria and/or organizational needs may also be applied at the screening stage.

• COMMUNICATIONS

Our intention is to communicate with candidates via email. Candidates who apply on this selection process must include in their application a valid e-mail address and to make sure that this address is functional at all times and accepts messages from unknown users (some email systems block these types of email). It is the candidate's responsibility to provide any changes to their personal information to the contact indicated on this job advertisement.

• ACCOMODATION

If you require accommodations for any reason, please contact us as soon as possible at .

• IDENTIFICATION

Should you be an employee of the public service, we request that you clearly identify your substantive group and level as well as your employment status on your resume and/or application form. In addition, please ensure that your Personal Record Identifier (PRI) or Service Number is included in your resume and/or application form.

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.