Recordkeeping Specialist

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

“Indigenous peoples” and “Aboriginal persons” refer to people who are North American Indian or members of a First Nation, Métis or Inuit. North American Indians or members of a First Nation include treaty, status or registered Indians, as well as non-status and non-registered Indians. The term “Indigenous peoples” is used on this page, and aligns with international usage. “Aboriginal persons” is the legislative term that appears in the Employment Equity Act and the Employment Equity Regulations.

The OSGG is committed to building a workforce that is representative of Canada’s population. This employment opportunity is only open to Indigenous peoples, the selected candidate will be asked to sign the Affirmation of Aboriginal Affiliation Form as it’s required for the staffing process.

If you are unable to apply online and wish to send us your application by email please email

Duties

The Recordkeeping Specialist provides information and record management services at the Main Records Office (Rideau Hall) as well as supports the Supervisor with research, identification and retrieval of information and records for responses to both internal and external requests.

Work environment

There is no better time to join the OSGG, one of Canada's most historic and prestigious workplaces. This is an opportunity to serve Canadians and honour their achievements. The office is located on the beautiful grounds of Rideau Hall in Ottawa.

The information management team plays a key role in preserving the history that is made at Rideau Hall for generations to come. Our IM team is made up of 8 full-time positions completed with the contribution of 4-6 students on a year round, part-time basis. We are passionate about IM and have embraced its modernization. Come and join our team for this is a unique opportunity to work within an organization that strives for excellence.

Intent of the process

The intent of the process is to fill an indeterminate full time CR-04 Record Keeping Specialist position. A pool of qualified candidates may be established and may be used to staff similar positions.

Positions to be filled: 1

Information you must provide

Your résumé.

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

Various language requirements
Bilingual Imperative BBB/BBB
Bilingual Imperative BAB/BAB
English Essential
French Essential

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

Education:
Successful completion of two years of secondary school or employer-approved alternatives (see Note 1).
Notes:
1. The employer-approved alternatives to two years of secondary school are:
* A satisfactory score on the Public Service Commission test approved as an alternative to two years of secondary school; or
* An acceptable combination of education, training and/or experience.

Degree equivalency

Experiences :
E1 Experience working within a team;
E2 Experience providing service to external clients; and
E3 Experience using a computer, creating a document and entering data in a spreadsheet.

Competencies :
AC1 Demonstrating integrity and respect;
AC2 Thinking things through;
AC3 Working effectively with others;
AC4 Showing initiative and action-oriented; and
AC5 Communication.

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

Asset Qualifications :

AQ1 Willingness and ability to complete on the job training provided by the Records Office at the OSGG;
AQ2 Willingness and ability to work on site (Governor General Residence Offices);
AQ3 Ability and willingness to perform clerical data entry and update file information;
AQ4 Capability of using scanners to convert documents into electronic format;
AQ5 Interest and willingness to learn to classify and index records.

Conditions of employment

CoE1 Able to obtain and maintain a valid secret security clearance. Please note that the OSGG will assist all qualified candidates in the security clearance process. This step is required for all those entering into the public service to ensure the security of information and personnel.
CoE2 Willingness and ability to lift up to 25 pounds (11 kilos) in accordance with workplace safety standards;
CoE3 Ability to work under minimal supervision; and
CoE4 All employees of the core public administration are required to be fully vaccinated against COVID-19 and attest to their vaccination status unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act.
CoE5 Aboriginal peoples who self-declare within the context of the above noted appointment process, must complete the Affirmation of Aboriginal Affiliation Form. Please note that the information you have provided on the AAAF is collected under the authority of the Public Service Employment Act for the purpose of verifying the eligibility of the person to be appointed to a position targeted to Aboriginal peoples and is protected under the Privacy Act. For more information, please visit the following website: http://www.psc-cfp.gc.ca/plcy-pltq/eead-eeed/dg-gd/aaa-eng.htm.

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

On October 6, 2021, the Government of Canada announced details of its plans to require vaccination across the federal public service.

As per the new Policy on COVID-19 Vaccination for the Core Public Administration Including the Royal Canadian Mounted Police, federal public servants in the Core Public Administration and members of the RCMP must attest to their vaccination status. The requirement for employees to be fully vaccinated applies whether they are teleworking, working remotely or working on-site. This is a condition of employment and it applies to indeterminate (permanent), determinate (term), casual, and student hiring. Should you reach the point in the selection process where it is necessary to verify terms and conditions of employment then the hiring manager or a human resources representative will contact you in order to complete an attestation.

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

You may be assessed using a variety of assessment tools, such as, but not limited to: standardized tests, written exams, interviews, simulation exercises, reference checks, etc.

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

Official language proficiency could be assessed and required solely upon appointment.

Second language evaluation (SLE) Test of written expression: Candidates who do not already have a valid result or who have an expired result at the B level or higher on the Public Service Commission's Second Language may be invited to take the new Public Service Commission unsupervised test of written expression for level B.
For more information, please refer to this link:
https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/unsupervised-test-written-expression-level-b-or-c.html

Second language evaluation (SLE) Test of reading comprehension: Candidates who do not already have a valid result or who have an expired result at the B level or higher on the Public Service Commission's Second Language Evaluation may be invited to take the new Public Service Commission unsupervised test of reading comprehension for level B.
For more information, please refer to this link:
https://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service/unsupervised-test-reading-comprehension-level-b-or-c/about-the-test.html

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.