Assistant, Support to Operations / Administrative 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

The Personnel Psychology Centre (PPC) is a Centre of expertise in personnel assessment. Employees of PPC assist hiring managers and human resources professionals in assessing applicants for federal public service jobs and in identifying and supporting employee development needs through innovative assessment products and services.

Are you seeking a new challenge in a fast-paced environment? Are you looking for an opportunity to grow and learn from working in partnership with various people at all levels within the Public Service Commission (PSC) and dealing with clients from over 85 organizations? If you answered yes to both questions and you are technically proficient, energetic and goal oriented, then look no further. The Public Service Commission may have a position for you!

Below is a summary of duties for the positions:

E-Testing and Test Administration
The position focuses on customer service to enable certified test administrators from various departments to conduct online testing in accordance with standards established by the PPC:
Provides support over the telephone and via email to users, as well as liaises with the Information Technology team to resolve issues with the systems;
Responsible for approving the creation of new accounts, validating the certification of test administrators, and collecting information about administrative incidents;
May also be required to provide information sessions to educate our clients on the importance of test administration procedures.

Assessment and Counselling Services
The position consists of providing operational and administrative services for management and clients:
Provides information and guidance regarding services, registration processes, financial options, eligibility requirements, etc;
Plans and organizes logistics for service delivery;
Registers client, manages files and maintains tracking systems and client database;
Maintains a record of transactions for the purpose of auditing files, billing clients, account collection and updating financial database;
Provides support for assessments, such as greeting and reading instructions to candidates and liaising with assessment specialists as needed;
Creates and sends out accurate and timely invoicing statements.

Assessment Accommodations:
Acts as first point of contact for clients requesting information and services from the Assessment Accommodation Unit;
Receives and processes requests from an electronic database;
Creates and manages candidates’ e-files and physical files;
Identifies errors in requests, verifies missing documentation or information and ensures follow up;
Identifies the complexity levels of incoming requests and correspondence to decide when to consult experts or managers for resolution.

Administrative Assistant:
Maintain the Director's daily agenda and correspondence and requests for information for a Director’s office;
Act as secretariat for different committees and meetings including preparing records of decision;
Provide administrative support to unit managers;
Organize and coordinate various activities and contribute administrative expertise to adhoc projects;
Provide administrative services and human resources assistance for staffing activities.

Work environment

At the Public Service Commission of Canada, we foster a healthy, modern, diverse and inclusive workplace. Our efforts to create and maintain an outstanding workplace have been recognized. According to Forbes magazine, we are one of Canada’s Best Employers in 2021. Apply for a job today to join a great team.

Intent of the process

The intent of this process is to staff at least five positions on an indeterminate basis in Gatineau.

A pool of qualified candidates will be established and may be used to staff similar positions of various tenures and linguistic requirements within the PSC.

A telework arrangement could be considered from anywhere in Canada however you might be required to report back to the Gatineau Office on an ad hoc basis. Should the telework agreement come to an end, you will be required to report to and work onsite from the Gatineau office.

Positions to be filled: 5

Information you must provide

Your résumé.

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 providing administrative services*.
*Administrative services is defined as, but not limited to the following activities: managing agendas, planning and organizing meetings/teleconferences/events, establishing and maintaining filing systems, entering data, procuring office supplies, coordinating training activities, organizing information sessions, scheduling or administering assessment tools, providing financial services, or other related duties.

Experience providing information to clients about products or services.

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

Various language requirements
Bilingual Imperative CCC/CCC, CBC/CBC or BBB/BBB

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

Ability to communicate effectively orally.
Ability to communicate effectively in writing.
*The content of your application will be one source of information used to evaluate the ability to communicate effectively in writing. We will not pursue further assessment of candidates who do not demonstrate this ability in their application.

Showing initiative and being action oriented
Reliability
Attention to details
Working effectively with others
Thinking things through

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

A college, professional or university diploma or certificate or a degree from a recognized post-secondary institution in one of the following fields of study: Business administration, Office administration, Office Management, Secretarial studies or in other fields related to the position.

Degree equivalency

Experience responding to system user requests and participating in the identification and resolution of issues.

Experience using the Excel software.

Experience giving presentations or information sessions.

Experience administering or coordinating assessments (e.g., tests, simulations, interviews).

Significant experience (at least one year) providing administration support services (such as managing agendas, planning and organizing meetings, minutes taking, travel arrangements, etc.) to a manager, executive or a team of professionals.

Experience drafting or editing correspondence such as letters, meeting minutes, presentations.

Experience supporting systems or application development projects by performing tasks such as User Acceptance Testing (UAT).

Conditions of employment

Reliability Status security clearance

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.

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

Operational Requirements:
Some positions may require to work overtime on occasion.
Some positions may require to work regular schedule of 7.5 hrs per day between 7:30 AM and 5:00 PM.

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience criteria listed as essential and asset qualifications on the statement of merit criteria. In order to do so, the candidate must provide the information as part of their answer to the pertinent screening question, using concrete examples, in the textbox provided. The assessment board cannot and will not make any assumptions about your experience. Note that it is not sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Resumes may be used as a secondary source to validate the experience described in the experience questionnaire. If you do not clearly demonstrate in the questionnaire how you meet the essential education and experience requirements, your application may be rejected. If you do not clearly demonstrate how you meet the asset requirements, you may be eliminated from consideration if assets are used as selection criteria.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

All the information collected during the selection process, from the time of application until the end of the process, will be used to assess the candidates.

Asset qualification(s) may be applied in this selection process.

Persons are entitled to participate in the appointment process in the official language(s) of their choice.

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.

*Details on Vaccination Requirements : https://www.canada.ca/en/treasury-board-secretariat/news/2021/10/backgrounder-covid-19-vaccine-requirement-for-the-federal-workforce.html

**Policy on COVID-19 Vaccination : https://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=32694.

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.