Looking to Build Diversity - TBS is looking to fill various administrative positions

Important messages

TBS is committed to providing an inclusive and barrier-free hiring process. Give yourself the best chance to succeed! As the objective of this process is to assess qualifications needed for the position(s) to be staffed, please let us know if you need access to accommodation to meet your full potential. Applications should be submitted directly via GC jobs however, if you need an accommodation in completing and submitting your application, send us an email at . The same applies should you proceed to the next assessment stage, such as an exam or interview. Assessment accommodations are designed to remove the obstacles without altering the criteria being assessed so candidates with functional limitations can fully demonstrate their abilities.

If you do not clearly demonstrate how you meet all screening criteria, or if there is missing or incomplete information, your application will be rejected. We will not contact you to request information that is missing from your application.

Duties

Are you interested to know more about what it could entail to work in the Administrative Services field at TBS? Outlined below is an overview of some key responsibilities you can expect to perform within these types of administrative positions:

Office Administrative Support :
You will provide administrative and operational support services to an organization by:
- Organizing and maintaining the senior manager or executive’s agenda, scheduling meetings and appointments, coordinating logistics for meetings and travel and gathering and compiling background documents/briefing books for meetings;
- Assisting/preparing and tracking documents related to human resources, financial and administrative processes;
- Logging and tracking the flow of information to and from the office;
- Coordinating the production of briefing material;
- and more.

Sector Administration Support :
You will provide administrative, financial, and human resources support services to the management and staff of a sector by:
- Providing a variety of administrative support services for the sector including procurement, contracting, accommodations, logistics, inventory management, travel and hospitality;
- Coordinating and providing guidance on the administrative, financial, human resources and contractual processes and requests for a sector;
- Reviewing and processing all invoices and expenditures for the sector;
- Producing financial reports and expenditure forecasts;
- and more.

Project Services Support :
You will provide project support services and activities for a project team leader, manager or team by:
- Preparing, organizing and maintaining project documentation such as: project plans and schedules, project tracking reports, budget forecasts and expenditures, planning documents, operational work plans and project status reports;
- Identifying, researching, and advising of inconsistencies or issues in project documentation and brings it to the attention of the project team leader or manager;
- Participating in one or more phases or components of various projects, such as planning, scheduling, risk assessment, involving the analysis of policies, procedures, work activities, the application of methodologies and models to work situations and the documentation of outputs;
- and more.

Work environment

TBS offers you a unique opportunity to work in a central federal agency and contribute to the development of the federal public service as a model workplace. It is incumbent on senior leaders to provide and foster an inclusive and diverse environment that is committed to professional growth, workplace mental health and wellness.

Members of employment equity groups enrich our department everyday by sharing their voice. At TBS, you will have the opportunity to connect, collaborate, contribute and participate in our:
- Networks for Black employees, Indigenous employees, employees with disabilities and members of the LGBTQ2+ community;
- Inclusion, Diversity, Equity, and Accessibility committee;
- In-house events focused on dialogue about inclusion and allyship, mental health and wellness.

We are also proud to be piloting inclusion initiatives aimed at offering sponsorship and mentorship opportunities for members of employment equity groups.

Intent of the process

TBS is committed to building a skilled and diverse workforce that reflects the Canadians we serve. The intent of this process is to create an inventory as an employment equity source of talent for hiring managers which consists of candidates who self-declare as a member of one or more of the following employment equity groups: Aboriginal peoples, person with disabilities and members of visible minorities. When you apply to this selection process, you are not applying for a specific position, but to be considered for future vacancies. As positions become available, applicants who are found qualified in the inventory may be contacted.

This inventory may be used to fill similar positions with various linguistic profiles. Tenures (indeterminate, deployment, acting, assignment, secondment, specified period) may also vary according to the position to be staffed.

This inventory may be used to staff similar positions in other organizations within the core public administration (http://www.psc-cfp.gc.ca/plcy-pltq/rfli-lirf/index-eng.htm).

By applying to this process, you consent to your personal application-related information being shared with other government departments interested in staffing similar positions.

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 secondary school diploma or employer-approved alternatives.

Notes:
The employer-approved alternatives to a secondary school diploma are:
- A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
- An acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
AS-01 and AS-02:
- Experience in providing general administrative support services in a client service environment (such as but not limited to scheduling and organizing meetings/videoconferences, preparing and organizing travel, procuring office equipment and supplies, maintaining a filing system, handling incoming and outgoing mail).

AS-02 only:
- Experience preparing and reviewing documents (such as but not limited to correspondence, written documents, presentations, reports);
- Experience coordinating and tracking projects, activities, or events in an office environment.

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

Various language requirements
- Bilingual Imperative - BBB/BBB;
- Bilingual Imperative - CBC/CBC;
- Bilingual Non-Imperative - BBB/BBB;
- Bilingual Non-Imperative - CBC/CBC;
- English Essential.

Information on language requirements

COMPETENCIES:
- Showing Initiative and Being Action-Oriented;
- Demonstrating Integrity and Respect;
- Working Effectively with Others;
- Judgement;
- Client Service Orientation.

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
AS-01 and AS-02:
- Experience in coordinating travel or hospitality;
- Experience in providing human resources services (such as but not limited to HR planning, classification, staffing/recruiting, training, labour relations);
- Experience in providing financial services (such as but not limited to preparing financial reports/bookkeeping, accounts payable and receivables, invoicing);
- Experience working in a senior official's* office.

*Senior official is defined as Director level (EX-01) and above within the public service. In the private sector, a senior official is defined as a leader who has the authority to influence change/direct the work for a company/organization.

Selection will be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities.

Information on employment equity

Conditions of employment

Secret security clearance - A valid secret security clearance is a condition of employment required for an appointment at the Treasury Board Secretariat (TBS). Failure to obtain this security clearance means either the candidate will not receive a job offer or the conditional offer will be rendered null and void. A thorough security clearance process will be applied to all candidates considered for an appointment; this process includes inquiries, verifications and assessments regarding matters such as, but not limited to:

• criminal record checks
• reference checks
• previous employment
• open source checks
• credit/financial status

For a secret security clearance, the verification of background information over a period of 10 years is typically required. Many of the verifications require support from third parties whose timelines are outside of TBS’s control. Overall, the process may take several weeks or months to complete. For further information, you may wish to review the TB Standard on Security Screening and the Policy on Government Security.

Tests

PSEE - Test of Judgement UIT

Applicants must complete the Public Service Entrance Exam: Test of Judgement Unsupervised Internet Test as part of the screening for this selection process. This test assesses the judgement required for solving problems in work-related situations. You will have 75 minutes to complete the test. You must complete the test before you submit your application for this position.

For more information, please consult: Public Service Entrance Exam - Test of Judgement Unsupervised Internet Test

Other information

ASSESSMENT METHODS:
-The Public Service Entrance Exam - Test of Judgement (Unsupervised Internet test 374) is administered at the time of application.
-An interview will be administered.
-Reference checks will be conducted.

*Note that a top-down selection of candidates may be used to determine those who will be given further consideration in the assessment process.

COMMUNICATION WITH CANDIDATES:
- We will communicate with you about this process by email. As a result, it is your responsibility to inform us of any changes to your contact information by sending an email to and updating your GCJobs profile. Applicants should use an email address that accepts messages from unknown senders (some email systems block such messages).
- If you do not respond to our communications, we will interpret this as your withdrawal from the process.
- Candidates are entitled to participate in the process in the official language of their choice.

ADDITIONAL INFORMATION:
-For appointment processes where the area of selection is limited to Aboriginal peoples or to members of designated employment equity groups that included Aboriginal peoples, the Aboriginal candidates proposed for appointment must complete and sign the Affirmation of Aboriginal Affiliation Form as a condition of appointment prior to or at the same time as the offer of appointment, even if they have already self-declared as an employment equity member when applying.

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.