Administrative Assistant

Important messages

Giving you the best chance to succeed!
At Public Services and Procurement Canada (PSPC) we are committed to running inclusive and barrier-free recruitment processes.

If you have a limitation that may impact your performance at any steps of the assessment process (such as during a written test or an interview), you may request an accommodation. Assessment accommodations are designed to remove barriers, and to ensure that candidates with limitations can fully demonstrate their abilities. Should you wish to be accommodated, please direct your inquiry to the contact identified at the bottom of this poster. All information received in relation to accommodation will be kept confidential.

For more information on assessment accommodation visit the following website: https://www.canada.ca/en/public-service-commission/services/assessment-accommodation-page.html

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HERE’S HOW THE ASSESSMENT PROCESS WILL GO

STEP 1 – INTRODUCE YOURSELF!
Tell us about yourself! We want to know why you would be the ideal candidate for this position and what you would bring to this role. You can do this by clicking “Apply Online”.

We have included questions in the online application, please put some thought into answering these questions as they will be used to assess your ability to communicate effectively in writing and Thinking Things Through, along with your education and experience. We need you to provide very specific, detailed examples – it is not sufficient to only state that the requirement is met or to provide a listing of current responsibilities. This is your chance to let us know why you are the ideal candidate!

STEP 2 – SCREENING THE APPLICATIONS
Your responses to these questions will be reviewed to determine if you meet the screening criteria.

STEP 3 – INTERVIEW
You may be invited to an interview. An interview can include a written assessment and oral interview. Reference checks may be conducted as well.

Duties

- Provides day to day administrative support to both the Regional Director General (RDG) office and the Senior Departmental Representative (SDR).
- Plans, schedules, coordinates and organizes the logistical support for the daily activities of the RDG, including calls, appointments, meetings, travel and conferences and maintains the calendar of RDG events for Western Region.
- Plans, schedules, coordinates and organizes all logistical requirements and supports agenda development for SDR-led committees.
- Maintains effective working relationships with senior regional officials, the public, senior client representatives, contractors and consultants, senior departmental and headquarters employees.
- Maintains communications between the RDG, Regional Directors and Headquarters Directors and staff.
- Coordinates and participates in the preparation, development and delivery of background information briefings, reports and correspondence on issues, submissions, and urgent requests for information.
- Compiles statistical data and prepares related reports.
- Creates, inputs and produces a variety of documents (e.g. spreadsheets, word documents) using a personal computer, maintains reference materials and a general records system.
- Gathers, coordinates, synthesizes and tracks information for branch responses on behalf of the SDR.
- Manages the administration, control and coordination of requests, inquiries, projects, materials and information received in or emanating from the SDR and the office of the RDG.
- Arranges for the purchase and acquisition of office equipment, materials and supplies.
- Manages the goods and services budget for the SDR, including planning, budgeting, reporting and expenditure control.
- Provides enhanced electronic support to the RDG office by supporting the Intranet web page, monitoring of remote access to departmental systems by the RDG while in travel status, uses software, graphics and presentation packages.
Receives and screens visitors, telephone inquiries and responds as the first point of contact within the RDG office.

Work environment

𝗪𝗲 𝗮𝗿𝗲 𝗢𝗻𝗲 𝗣𝗦𝗣𝗖!
Public Services and Procurement Canada (PSPC) helps the Government of Canada serve Canadians. With a strong focus on quality customer service, we provide innovative common services such as real estate and building management, purchasing, banking, pay and pensions, and translation to other government departments, agencies, and boards. By providing these centralized services to departments and agencies, we enable them to focus on what they do best: providing their programs and services to Canadians.

At PSPC, our approach to inclusion is simple: we are committed to achieving a competent and representative workforce that reflects the diversity of the Canadian population we serve, and strive to create a welcoming, respectful, and inclusive environment that enables collaboration and innovation. When you succeed, we all succeed.

Intent of the process

This process will establish a pool of qualified candidates that may be used to staff similar positions with various tenures within PSPC (indeterminate, term, acting, assignment, or secondment).

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 OR an acceptable* combination of education, training and/or experience.

*Acceptable is defined as the completion of two (2) years of secondary school and no less than two (2) years of experience in a related position.

Degree equivalency

Experience:
- Experience in coordinating administrative activities such as: photocopying, electronic and paper filing, typing, email and calendar management, scheduling meetings, teleconferences, videoconferences, taking minutes, making travel arrangements, processing travel claims, processing incoming and outgoing correspondence, editing and verifying correspondence or reports.

- Experience using the MS Office Suite (*must have used MS Outlook).

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Operational Requirements:
- Must be willing and able to obtain Secret security clearance.

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

English essential

Information on language requirements

Knowledge:
- Knowledge of administrative practices and procedures.

Competencies:
- Values and Ethics
- Thinking Things Through
- Engagement
- Management Excellence
- Client Service Competency (Level 1)

Abilities:
- Ability to communicate effectively orally.
- Ability to communicate effectively in writing.

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

Asset Qualifications:
- Experience in providing budget and financial support services.
- Experience in SIGMA and/or SAP (Systems, Applications and Products).
- Experience in records management policies and procedures.
- Experience providing administrative support to senior management.
- Experience in creating and amending travel arrangements using HRG Travel System, including Expense Management Tool.
- Experience updating intranet sites.
- Experience as an Executive Assistant.

In support of achieving a diversified workforce, consideration may be given to candidates, who, at the time of application, self-declare* as belonging to one of the following designated Employment Equity groups: Women, Indigenous (Aboriginal) Peoples, Persons with Disabilities and Members of Visible Minorities.

* We therefore encourage you to self-declare during the online application process by selecting the appropriate box under the Employment Equity section.

For further details, please refer to the “Other information” section.

Information on employment equity

Conditions of employment

- Candidate must be willing to travel.
- Candidate must be willing to work overtime.
- 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.

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 may be sought.

An interview will be administered.

Indeterminate employees at the same group and level or equivalent will be considered for deployment. If no deployment is made, applicants from other groups and levels will be considered in the advertised appointment process.

Public service employees found qualified in this process may be considered for acting, assignment, deployment or secondment.

You must provide proof of your education credentials.

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

A random and/or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Experience will be evaluated against depth and breadth of activities, and the complexity and diversity of the activities. Top down consideration of experience may be used.

All job applications must be submitted through jobs-emplois.gc.ca. To submit an application online, please click on the button "apply now".

Please identify clearly your substantive group and level and your employment status on your resume and/or application form.

Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users.

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.

Applicants with disabilities: Should you require a technical aid or an alternative method of assessment to ensure an equitable assessment of your qualifications, please indicate so in your application.

Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at http://www.cicic.ca/.

Please note that in addition to all assessment methods, correspondence and communication in relation to this selection process may also be used to assess certain qualifications.

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.

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.