Administrative Professional (Various) - Inventory

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.

HOW DOES AN INVENTORY WORK & HOW CAN I BE SUCCESSFUL?

An inventory is a selection process that is available to be used by various hiring managers to fill current and future needs. When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies.

Your application in this inventory will be active for 180 days. A notice that your application is about to expire will be posted to the “My jobs” menu of your account 21 days before the end of your active period.

To be successful in this process, you must:

1. Read the job advertisement in full! Important information on the process and our requirements have been provided to help you succeed.

2. ONLY SELECT THE WORK LOCATION(S) WHERE YOU ARE TRULY WILLING TO WORK.

3. Answer the screening and text questions honestly and thoroughly. Be sure to read the instructions before responding.

4. When answering the screening questions, each example must include the DATE(S) (FROM-TO) the example took place, the context of each situation, what you did, how you did it, what your role was in the situation, and what the result was. Provide CONCRETE, SPECIFIC EXAMPLES of actions that speak directly to the experience sought in the screening questions.

5. Your answers to the questions should not refer us to your résumé. Your résumé may only be used as a source of validation of the information provided.

6. Provide accurate contact information (email and phone) in your application.
Original proof of your education will be requested and must be provided during the selection process, in order to verify that candidates meet the education requirement. Candidates who are unable to provide proof that they meet this essential qualification as requested may be eliminated from the process. Also note, if the name on your education credentials does not match the name on your current photo identification, you will need to provide proof of your name change.

Education obtained outside of Canada must be evaluated. Please contact the International Credential Evaluation Services as soon as possible to initiate the evaluation process http://www.cicic.ca/

Proof of your Canadian Citizenship will be requested and must be provided during the selection process. The original of one of the following documents must be provided for verification:
• Birth certificate
• Valid Canadian Passport
• Citizenship Card
• Certificates of Retention
• Citizenship Certificate
• Naturalization Certificates (issued prior to 01-01-1947)
• Registration of Birth Abroad Certificates (issued between 01-01-1947 and 02-14-1977)

If the name identified on the above documents is different than your current legal name, please also provide proof of name change.

Intent of the process

A qualified group of candidates may be identified and may be used to staff future vacancies (including similar positions, on a temporary or permanent basis, on a casual basis, at full or part time hours).

Once established, the qualified pool will be valid for a period of one year and may be extended.

Should a Civilian Member (CM) be found qualified and selected for appointment prior to May 21, 2020 (deeming date), the appointment will not result in a change of status to the Public Service (PS) category for the CM. Furthermore, CM staffing transactions resulting from this process will be administered in accordance with the Onboarding Transition Phase until deeming day.

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:
A secondary school diploma or employer-approved alternatives.

Notes:
The employer-approved alternatives to a secondary school diploma are:
- A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
- An acceptable combination of education, training and/or experience.

Acceptable combination refers to any two of the following:
Education: completion of two years of secondary school.
Training: completion of courses related to the position being staffed.
Experience: approximately three years’ experience working in a field relevant to the position being staffed.

Degree equivalency

Experience:
1. Experience in applying administrative policies, procedures or directives in an office setting.
2. Experience in preparing, organizing and maintaining various types of documents.
3. Experience in providing information and administrative requirements to team(s)/colleagues.
4. Experience in researching and analyzing data and compiling information in Excel spreadsheets.

*Experience means depth and breadth of experience normally associated with the performance of duties over a period of 6 months within the last 12 months.

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

English essential

Information on language requirements

Abilities:
1. Ability to establish priorities and successfully set and meet deadlines.
2. Ability to communicate effectively orally and in writing.

Personal Suitability:
1. Demonstrating integrity and respect.
2. Working effectively with others.
3. Thinking things through.
4. Showing initiative and being action-oriented.

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

Education:
Successful completion of a post-secondary educational program or graduation with a degree in a field relevant to the position.

Degree equivalency

ASSET QUALIFICATIONS - Experience:
1. Experience in quality assurance.
2. Experience using a financial management system such as SAP or TEAM.
3. Experience in implementing and maintaining records and information management systems such as creating and maintaining classification schemes, retention and disposition schemes.
4. Experience in providing budget or financial support services such as accounts payable, accounts receivable, financial accounting or cash management.
5. Experience in monitoring budgets and developing forecasts.
6. Experience in using databases for both data entry and data extraction.
7. Experience in the procurement of goods and services.
8. Experience in making travel arrangements or processing travel claims.
9. Experience in using a human resources management system such as PeopleSoft or HRMIS.
10. Experience in managing security screening files.
11. Experience in conducting research.
12. Experience in developing guidelines or procedures.
13. Experience in using police applications such as PRIME, CPIC, JUSTIN, PIP and PROS.
PRIME: Police Records Information Management Environment
CPIC: Canadian Police Information Centre
JUSTIN: Justice Information System
PIP: Police Information Portal
PROS: Police Reporting and Occurrence System
HRMIS: RCMP Human Resources Management Information System
14. Experience in conducting quality assurance.
15. Recent experience (within the last 24 months) in a Real Property and Project Management environment.
16. Experience in lease administration.
17. Experience in writing reports for clients and managers including analysis of findings and recommendations.
18. Experience in providing budget or financial support services such as accounts payable, accounts receivable, financial accounting or accounts reconciliation.
19. Experience in applying administrative policies, procedures or directives.
20. Experience in using financial systems and databases for both data entry and data extraction.
21. Experience in supervising/leading a team of employees.
22. Experience in researching and analyzing data and compiling information from database checks and investigational reports.
23. Experience in handling enquiries either in person or over the phone.

ASSET QUALIFICATIONS - Knowledge:
1. Knowledge of the Isolated Posts and Government Housing Directive (IPGHD).
2. Knowledge of Real Property Life Cycle Management.
3. Knowledge of the Financial Administration Act.

ORGANIZATIONAL NEEDS:
1. In support of achieving a representative workforce, consideration may be given to candidates who have self-identified as a member of one or more of the following designated groups: women, members of visible minorities, aboriginal peoples and persons with disabilities.
2. Preference may be given to RCMP employees impacted/affected by work force adjustment.

OPERATIONAL REQUIREMENTS:
1. Willingness and ability to travel occasionally.
2. Willingness and ability to work overtime as and when required.

Conditions of employment

Enhanced Reliability Status

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

FREQUENTLY ASKED QUESTIONS (FAQ)

1. Can I send my application to the email address provided on the job advertisement?
A: No, all applications must be submitted online through the Public Service Resourcing System. Applications submitted by email will not be accepted or considered.

2. What happens if I experience any technical issues with the GC Jobs website?
A: Should you experience any technical issues with the GC Jobs website, please contact 1-888-780-4444.

3. What happens if I have a disability that prevents me from applying online?
A: Persons with disabilities preventing them from applying online are asked to contact 1-800-645-5605.

4. Do I need to complete screening questions in my applications or is my resume sufficient?
A: Yes, you must complete the Screening Questions section of the application for the essential qualifications and if applicable, for the assets qualifications. Failure to complete the questions or to provide concrete examples that illustrate how you meet the qualifications will result in your application being rejected. (Please refer back to HOW DOES AN INVENTORY WORK & HOW CAN I BE SUCCESSFUL?)

5. Why is it important that I only select the locations to which I am willing and able to work and/or relocate?
A: Qualified candidates that are selected for a specific location will be offered a position in that location ONLY. Please be aware that once qualified, candidates that decline offers TWICE will be eliminated from the pool of qualified candidates.

6. What happens if my contact information changes?
A: It is the candidate's responsibility to keep their personal and contact information up to date, as well as any other information relevant to their application. Please ensure that the email address provided is valid, functional at all times and accepts messages from unknown users. Please ensure the information in your Public Service Resourcing System (PSRS) applicant account remains current.

7. What happens if my application is expired?
A: Your application to this inventory will be active for 180 days. A notice that your application is about to expire will be posted to the My jobs menu of your account 21 days before the end of this 180 day period. If you do not take action, your application will no longer be active and therefore no longer considered for this inventory. Should your application become inactive while the process is still open, a notice will be posted to your account indicating that your application has expired; you may select the link Update my Inventory Status to reaffirm your interest.

8. Why was my application automatically “screened-out“ when I submitted it?
A: In order to be “included in the inventory“ you must meet all the essential qualifications when submitting your application. Should you receive a "screened-out" message immediately after submitting your application, you have likely responded 'No' to a screening question assessing an essential qualification. If you incorrectly responded 'No' to a qualification you do in fact possess, simply retrieve your application and update your response to the screening question.

9. What does it mean to be “included in inventory“?
A: When submitting your application, your status may be: Results available: included in inventory. This system-generated message that refers only to your application having been successfully submitted to the inventory.

10. What does it mean when I receive a notification from PSRS stating that I have been screened-out/permanently eliminated from an inventory?
A: The Human Resources Team may remove your name from the PSRS for volume-management purposes and you may receive a notification stating that you have been screened-out.
Your name may be removed permanently from the PSRS for one of the following reasons:
- You have been found qualified and do not need to undergo any of the assessments again.
- You have been exposed to the evaluation tools and have failed to meet the essential qualifications. Therefore, your application will no longer be considered as part of the selection process.

11. What is random selection?
A: Random selection is a strategy that is sometimes used to manage applicant volume. At any point during the appointment process, the selection board can blindly identify a sub-sample of applicants using criteria identified by the hiring organization.

12. How is this sub-sample of applicants determined?
A: To determine the sub-sample of applicants, the hiring organization identifies the following:
- criteria that candidates must meet; and
- the number of candidates to be selected.
With the assistance of PSRS, candidates who meet these criteria are identified and the sub-sample is randomly selected from that group.

13. What is top down selection?
A: Ranking and retaining a certain number of applicants for further assessments (highest to lowest) once an assessment has been administered.

14. Can I be assessed more than once for this inventory?
A: No, if you were referred from the inventory for assessment and you were unsuccessful, your candidacy will not be given any further consideration for the duration of this process.

15.Will my travel expenses be covered if I am required to travel to participate in this selection process?
A: No, applicants (including employees of the Federal Public Service) will not be considered to be on travel status or on government business and travel costs will not be reimbursed. Consequently, applicants will be responsible for travel costs.

16. Do I need to meet both Essential qualifications and Asset qualifications to be appointed to a position?
A: Applicants must meet each essential qualification to be appointed to a position.
Applicants may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.
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.

17. How will I be assessed in this process?
A: Assessment will occur on an ongoing basis and may take place during the day, evening or weekends.
- A variety of assessment tools may be used (written examination, interview in person, by telephone or by videoconference and/or reference checks).
- A random selection and/or top down selection may be used at any point during the assessment process.
- At the time of assessment, proof of Canadian Citizenship and two work references will be required. A security check may also be administered during assessment.
- We will also ask you to submit a proof of your education.

All information obtained throughout the selection process, from time of application to close of process, may be used to evaluate candidates.

If a qualified candidate has been selected and appointed on an indeterminate basis from the established pool, they will be removed from the pool. If a candidate is selected for a specified period appointment, they will remain in the pool for future offers.

A pass mark will be established for each of the qualifications.

PLEASE NOTE: Where an email address is provided, the Selection Board may choose to communicate with candidates by e mail to provide/request information and to invite candidates to attend any portion of the assessment.

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.

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.

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.