Administrative Clerk

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.

When you submit your job application for this inventory, you are applying for various opportunities, not for a particular position. As positions become available, applicants who meet the qualifications may be contacted for further assessment. If you are not familiar with inventories, please consult the ''Frequently Asked Questions'' section at the bottom of the advertisement.

Indigenous Services Canada will periodically pull and review the applications received and contact applicants selected for further assessment based on the needs. The first pull of applications may be as early as FEBRUARY 4TH, 2022.

**IMPORTANT INSTRUCTIONS TO FOLLOW**
1) With the exception of the "Ability to communicate orally and in writing", you MUST provide concrete and detailed examples to clearly demonstrate how you meet the essential criteria of education and experience and any asset education and asset experience if applicable. Your response must include HOW (concrete examples), WHEN (dates) and WHERE (location of work) you meet the essential criteria required. An online Screening Questionnaire has been created to assist you in completing this information.

2) Your resume may be used as a secondary source to validate the qualifications described; comments such as "refer to my attached resume" will not be accepted and may result in your application being rejected.

3) You may be selected based on the complexity/ breadth and depth of the examples (i.e. projects/initiatives/activities) that you chose to include in your answers.

4) Your application may be used as a source of information to assess the Ability to Communicate Effectively in Writing.

5) Depending on the number of applicants, ISC needs and HR plans, volume management strategies such as random selection, application of one (1) or more assets, top-down approach, and/or cut-off scores MAY be used for the purpose of managing applications/candidates. Breadth and depth of the assessed qualifications may be considered.

🎥 For tips on how to apply, check out this video:
http://www.youtube.com/watch?v=0GW7P3g9hhIl

Work environment

Indigenous Services Canada strives to be a trusted partner that respects Indigenous perspectives and supports First Nations, Inuit and Métis in controlling the delivery of high-quality services for healthy, prosperous and thriving communities. With this unique vision, the Department’s work is grounded within two fundamental guiding principles: respect the diversity of Indigenous cultures and see their influence in the way we work; and recognizing that partnerships are at the core of how we do things.

For more information on Indigenous Services Canada, please visit: https://www.canada.ca/en/indigenous-services-canada.html

Due to the COVID-19 Pandemic, some employees of Indigenous Services Canada are currently working remotely. The department is actively working on a flexible, phased approach for the safe return of employees to their usual workspaces. Therefore, this opportunity may initially be a remote working opportunity. When it is deemed safe to return to the workplace, the opportunity will be in an Indigenous Services Canada office located in Winnipeg, Manitoba.

Intent of the process

A pool of qualified candidates may be established and may be used to staff similar positions with various linguistic profiles and/or requirements as well as tenures (Acting, Assignment, Deployment, Secondment, Determinate, and Indeterminate appointments) and/or security clearance (reliability or secret), which may vary according to the position being staffed.

Re-evaluation period: If you submitted an application and/or underwent assessment and were found not qualified, you may resubmit an application to be considered after a 12 month waiting period, from the time when the last assessment was completed.

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

NOTE:
An acceptable combination of education, training and experience ** is defined as a two (2) or more of the following criteria:
• At least two (2) years of high school education.
• Training courses / on-the-job training relevant to the position being staffed.
• A minimum of two (2) years of experience ** relevant to the position being staffed (see essential experience).

Candidates invited to the assessment stage will be required to provide proof of their education credentials, i.e., their degree or official transcript. Failure to do so may result in you not being considered further in the selection process. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. For more information please click on “Degree Equivalency.”

Degree equivalency

EXPERIENCE:

E1 – Experience in providing general administrative services*.

*Administrative support services is defined as, for example, but not limited to: managing agendas, scheduling and organizing meetings/teleconferences, preparing and collating meeting file folders and background materials, procuring office equipment and supplies, maintaining a filing system, data entry and other related duties.

E2 - Experience in providing information to clients or management.

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

English essential

Information on language requirements

ABILITIES:
A1 – Ability to establish priorities and work under pressure.
A2 – Ability to communicate effectively orally.
A3 – Ability to communicate effectively in writing.

PERSONAL SUITABILITY:
PS1 – Effective interpersonal skills.
PS2 – Reliability.
PS3 – Detail oriented.
PS4 – Flexibility.
PS5 – Judgement.

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

ASSET QUALIFICATIONS
( Not essential, but preference may be given to candidates who possess asset qualifications)

EDUCATION:
Successful completion of a post-secondary program.

Degree equivalency

EXPERIENCE:
AE1 – Experience in data entry using spreadsheet, word processing and/or database software.

AE2 – Experience with Statistical and Analytical Data Processing System (SAP) financial management system.

AE3 – Experience with the HRG Shared Travel Services system.

AE4 – Experience in verifying and coding invoices and expense claims, such as travel, hospitality, contracting/purchasing.

AE5 – Experience using correspondence software such as Custom Content Management Enterprises (CCM Enterprises).

AE6 – Experience in providing administrative support services in one or more of the following areas: finance, material management, contracting or records management.

AE7 – Experience in providing administrative support services in one or more of the following areas: briefing notes, ministerial correspondence, Regional Director General meetings, departmental/regional planning.

CURRENT AND/OR FUTURE ORGANIZATIONAL NEEDS
(Not essential, but preference may be given to candidates who possess the organizational needs)

Indigenous Service Canada is committed to having a skilled and diversified workforce representative of the population it serves. In support of our strategy to achieve our employment goals for Aboriginal peoples, preference may be given to candidates who, at the time of application indicate that they are an Aboriginal person (self-declaration).

OPERATIONAL REQUIREMENTS:
One or more of the following operational requirements may be required depending upon the position being staffed:
- Willing and able to work overtime on short notice.
- Physical effort required when lifting, carrying and handling boxes of records and other various materials up to 20 kilograms.
- Some work is performed in a file room environment where there is a continuous exposure to dust and dry air caused by a large number of shelved files.
- Willing and able to work onsite 5 days a week.

Conditions of employment

CONDITIONS OF EMPLOYMENT:
- Security clearance may be either Reliability or Secret level depending on the position being staffed.
- 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.

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

• Acknowledgment of receipt of applications will not be sent.

• All communications relating to this process, including email correspondence may be used in the assessment of qualifications.

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

• Candidates are required to submit their application by using the online system. If you are unable to apply online, please contact the email address indicated in the "Contact information" section below. Please provide an explanation as to why you are not applying on-line for consideration. (Note: You must state the Selection Process number in the Subject of enquiry)

• You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. 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.

• 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 any stage in this selection process (i.e. screening and appointment stage).

• Various means of assessment may be used (for example: interview, written exam, reference checks, performance assessments, achievement record), depending on the needs of the hiring manager.

• Applicants are entitled to participate in the staffing process in the official language of their choice and are required to indicate their preferred official language in their application profile.

• Candidates are expected to make a reasonable effort to make themselves available for assessments as scheduled. Rescheduling will only permitted for accommodation measures or for other exceptional/extenuating circumstances, to be determined on a case-by-case basis.

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FREQUENTLY ASKED QUESTIONS
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◦ How does an inventory work?
An inventory is a selection process that can be used by various hiring managers to meet their current and future needs. As a result, you will apply only once to be considered for multiple job opportunities at the CR-04 level.

◦ Why was my application automatically rejected when I submitted it?
In order to be placed in the inventory, you must meet the essential education qualification at the time you submit your application. If you receive a message "Application rejected at screening" immediately after submitting your application, you probably answered "No" to the screening question assessing the essential qualification of education. If you have incorrectly indicated "No" for this qualification, simply retrieve your application and update your answer to the screening question.

◦ What happens if my application expires?
Your application will be kept in the inventory for 90 days. A notice will be posted in the "My Job File" menu of your account 12 days before your application expires. If you do not take this into account, your application will be deactivated and it will no longer be considered for submissions from this inventory. In the event that your application expires during the effective period of this inventory, a notice will be posted in your account. If you wish to confirm your interest and reactivate your application, select the "Renewal of my application" link.

◦ I have a disability that does not allow me to apply online, who do I contact to help me with the submission of my job application?
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 accommodation. All information received in relation to accommodation will be kept confidential.

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.