Various assistant(s) positions

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

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.

*** Important note : The ability to communicate effectively in writing will be partially assessed by your application.

You must complete the SCREENING QUESTIONS in which you clearly demonstrate (by providing appropriate examples) how you meet the EDUCATION and EXPERIENCE criteria listed in the essential and assets qualifications. It is your responsibility to provide a COMPLETE APPLICATION consisting of both the SCREENING QUESTIONS ANSWERS and your RESUME. FAILING TO DO SO MAY RESULT IN YOUR APPLICATION BEING REJECTED.

Relocation assistance of up to $5000 is available for the public. For federal public employees, please refer to the Relocation Directive at http://www.njc-cnm.gc.ca/directive/d6/en.

Duties

Provides administrative and/or executive services to the Director and staff of division. Coordinates and controls the flow of in and out information of the assigned work unit, including correspondence, telephone calls, emails and queries. Responds and/or refers callers to the appropriate source. Follows-up to ensure deadlines are met.

Researches, gathers, analyses and provide administrative and/or executive-related information to the manager and or staff of an assigned work unit. Determines the needs of managers and/or staff and determine the appropriate administrative/executive procedure/process to be applied to resolves problems.

Plans and coordinate the logistics related to meetings schedules (including agenda management), conferences, workshops, travel and other major events on behalf of the assigned work unit.

Receives, tracks and maintains various hard copy and electronic documents using established departmental tracking systems; classifies, sorts and files documents and ensures documents are filed in accordance with departmental record management practices.

Inputs, validates and manipulates departmental administrative and/or executive-related database systems (e.g. Free Balance, Salary Management Systems, Document Tracking/Control, Inventory Control, etc…) Identifies and resolves discrepancies; prepare reports and highlights and brings variances/critical issues to the attention of the manager.

Participates in working groups within the unit and/or division engaged to develop test and/or implement new administrative and/or executive related work processes and procedures.

Intent of the process

A pool of qualified candidates will be established which may be used to staff similar positions with various bilingual linguistic profiles, security requirements and various tenures within Library and Archives Canada.

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 :
High school diploma OR a professional diploma related to the position OR 5 years working in an office environment.

Degree equivalency

Experience :
Experience in providing administrative or financial support such as but not limited to: managing an electronic calendar, managing e-mail, making telephone calls and monitoring actions or financial services support such as: travel arrangements and invoice processing.

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

Various language requirements
Bilingual imperative
Various linguistic profiles
Level: BBB/BBB – CBC/CBC

Information on language requirements

Abilities & Skills :
Ability to communicate effectively orally.
Ability to communicate effectively in writing.
Ability to plan, organize and prioritize work in order to meet tight deadlines.

Personal Suitability :
Interpersonal Relationships
Reliability
Judgment
Focus on details and quality
Client Service oriented
Initiative

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

CORPORATE SERVICES OFFICER
- Experience working with policies and directives related to financial management such as, the Directive on Travel, Hospitality, Conference and Event Expenditures, the Directive on Payments or the Contracting Policy.
- Experience working with Financial Administrative Act (FAA) particularly the application of sections 32, 33 and 34.
- Experience in the preparation of documentation related to human resources requests.

EXECUTIVE ASSISTANT
- Experience in logistics management and follow-up of meetings or conference calls, videoconferences or other activities.
- Experience handling requests for goods and services such as: supplies, translation services, temporary help service.
- Experience in coordinating regional activities.
- Experience in editing and formatting correspondence or documents, such as briefing notes or memoranda.
- Experience working in the office of a senior executive (DG or above).

SHARED : CORPORATE SERVICE OFFICER & EXECUTIVE ASSISTANT
- Experience using an electronic document management system such as Microsoft SharePoint, GCDOCS, RDIMS or others.
- Experience in communicating information and providing options to senior management
- Experience in the research of information from various sources.

ORGANIZATIONAL NEEDS :
Library and Archives Canada is committed to support diversified recruitment and in an inclusive and positive manner for correcting the under-representation of designated groups under the Employment Equity Act within certain occupational groups. In this context, for this selection process, the candidates that are a member of the visible minority equity group may be considered first for appointment. Accordingly, if you are a member of this designated group and you wish to be considered for placement using the employment equity criterion, you must ensure you self-identify for this purpose at the time of application

Operational Requirements :
Some positions may require working overtime on occasion and on short notice.
Some positions may require fixed hours of work.

Conditions of employment

Reliability Status security clearance - Some positions may require Secret security 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

Our intention is to communicate with the candidates by email. Candidates who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts messages from unknown users (some email systems block these types of email).

An interview may be administered.

Reference may be sought.

A self-assessment will be used to evaluate some abilities and personal criteria and later will be validated with your supervisor(s)

Candidates must meet the essential qualifications to be appointed to a position.

Assets qualifications (others qualifications) could be used at the preselection
phase and might be validated with your references

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

Please note that employees at the AS-01 group and level or equivalent may be assessed first.

Please note that the experience (essentials and assets) criteria could be validated with your references.

Please identify clearly your substantive group and level and your employment status on your resume and/or application form. (if applicable)

Please ensure that your Personal Record Identifier (PRI) is included in your application. (if applicable)

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, 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.