Administrative Assistant (Anticipatory)

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

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.

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, cover letter, and/or in answering online screening questions. 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.

Duties

• Provides operational support to sectional and divisional programs, such as reception and delivery services.
• Maintains manual and electronic files, searches for and retrieves information and records from electronic and hard copy information storage systems.
• Schedules meetings, conference calls and arranges hospitality and records, prepares and distributes minutes of meetings.
• Maintains and updates administrative systems (e.g. telephone directory) and databases to control, track and expedite the flow of documentation into and out of the assigned unit.
• Generates standardized, pre-determined reports and prepares charts, graphs and other documentation (such as communication material).
• Receives, collects, types, photocopies, faxes and distributes correspondence, reports, presentations, briefing material, communications material and other related information or products on behalf of the manager and staff of the assigned work unit

Intent of the process

A pool of qualified candidates will be established and may be used to staff similar positions on an acting, term or indeterminate basis in various locations.

Positions to be filled: 1

Information you must provide

Your résumé.

Contact information for 2 references.

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

A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
- Experience providing general administrative support services in an office environment.
- Experience providing service to internal or external clients.
- Experience in the use of Microsoft Office applications, including Excel, Word and Outlook.

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

English essential

Information on language requirements

ABILITIES:
- Ability to communicate effectively in writing.
- Ability to communicate effectively orally.
- Ability to plan, organize and control multiple tasks to meet objectives within specified timeframes.
- Ability to use various Microsoft Office applications (Microsoft Word and Excel).
- Ability to adapt to changing priorities.

PERSONAL SUITABILITY:
- Effective interpersonal skills.
- Judgement.
- Teamwork.
- Initiative.
- Dependability
- Client Service Orientation

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

EXPERIENCE:
- Experience providing mail services in an office environment.
- Experience organizing meetings and taking minutes.
- Experience providing human resources administrative support services.

Conditions of employment

Reliability Status security clearance - The above conditions of employment must be met before an appointment is made. All costs associated with meeting the conditions of employment are the candidate’s responsibility. Candidates must meet and maintain the above conditions of employment throughout their employment.

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

Statistics Canada will accept applications on-line only. All job applications must therefore be submitted through the canada.ca/jobs website.

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

PLEASE NOTE: For this selection process, our intention is to communicate with applicants by e-mail for screening/assessment purposes (including issuing screening results, and sending invitations for written tests and interviews). Applicants who apply to this selection process 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.

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

Candidates will not be solicited for incomplete or possible missing information.

Candidates' qualifications may be assessed through written tests, interviews and/or references. Candidates may be eliminated at any point during the selection process if they fail to demonstrate any of the essential criteria through their behaviour, for example, through: communication with Human Resources, informal discussion, selection interview, etc.

According to Statistics Canada's Testing Guidelines, assessments cannot be rescheduled except under the following circumstances:
• Iilness (a medical certificate will be required; a Statement of Disability will NOT be accepted);
• Emergency circumstances (verifiable);
• Operational requirements (must be confirmed in writing by your divisional director);
• Pre-approved annual leave (verifiable).

Internal reference contacts are not restricted to the list of names given by the candidate. The Selection Committee reserves the right to contact other references within the federal public service.

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

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.

Proof of education must be submitted at the interview.

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/

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.

This process may be used to staff acting appointments for applicants internal to the Public Service. An acting appointment is a temporary resourcing option. The approval of your substantive supervisor may be required before an offer can be made.

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.