Administrative Assistant, Records Mail/Management 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 Assistant

The position reports to a Manager, and supports management by planning and coordinating the administrative workflow within the unit; prepares, produces a variety of documents, and reports; creates presentation formats for internal/external distribution; organizes and maintains working files; arranges travel; and monitors work delegated by the Manager/Director to ensure deadlines are met. Coordinates, organizes and plans unit meetings, conferences, workshops; organizes agendas and correspondence; attends various meetings within the branch, takes and summarizes minutes and notes, follow-up action items. Coordinates various services such as use of boardrooms, processing of translation requests, arranging of teleconference calls. Undertakes 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. Coordinates 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.

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 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. ACOA is proud to have consistently ranked as one of the best places to work in the federal government over the past decade. ACOA has a team of dynamic and talented professionals who:
• Do Big things within a small organization.
• Take pride in the results of our work.
• Promote work/life balance.
• Provide an environment that encourages and supports continuous learning throughout your career.
That's who we are. If that's who you want to be, then ACOA could be the place for you.

Intent of the process

The intent is to staff one indeterminate Records Mail/Management Assistant.

*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)

Education:
Graduation with a post-secondary diploma in a field related to the position such as office or business administration/support.

Degree equivalency

Asset Experience for Records Mail/Management Assistant:
• Experience in records management.

Asset Experience for Records Mail/Management Assistant and Administrative Assistant:
• Experience dealing with public and/or private sector organizations.
• Experience in the support of the administration of grants and contributions.

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

English essential

Information on language requirements

Competencies:
• Attention to detail
• Dependability
• Initiative
• Teamwork
• Judgment
• Reasoning skills
• 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 lifting of files and heavy boxes (up to 20lbs)
• 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.

Tests

Cognitive Ability - Level 1

Applicants must complete the Unsupervised Internet Test of Cognitive Ability - Level 1 as part of the screening for this selection process. This test assesses general problem solving and reasoning ability. You will have 60 minutes to complete the test. You must complete the test before you submit your application for this position.

For more information, please consult: Unsupervised Internet Test of Cognitive Ability - Level 1

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

- Reference checks will be sought.

- A written examination may be administered.

- An interview will be administered.

- Candidates invited to an interview will be required to bring proof of their education credentials, in the form of a diploma or official transcript (original documents).

- 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.

-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).

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.