Administrative Officer/Executive 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

Candidates must clearly demonstrate with concrete examples, IN THE PRE-SCREENING QUESTIONS, how they meet the education and experience factors listed in the essential qualifications. Only screening questionnaire will be used during pre-screening process. We may use resumes as a secondary source to validate the answers to the prescreening questions. Candidates who fail to provide sufficient information will be eliminated from further consideration.

Work environment

Please be advised this process will be used to staff positions in the new department of Indigenous Services Canada. The creation of Indigenous Services Canada is an important development in our renewed relationship with Indigenous peoples. These structural changes will allow our government to work more effectively with Indigenous partners to provide services that improve people’s day-to-day quality of life. The candidates are encouraged to visit the website https://www.canada.ca/en/indigenous-servicescanada.html for more information on various programs and services

Intent of the process

A pool of qualified candidates may be established and may be used to staff similar positions at this group and level with various language requirements (English Essential or Bilingual Imperative), various security requirements, various conditions of employment as well as various tenures (acting, assignment/secondment, deployment, term and/or indeterminate) within Crown Indigenous Relations and Northern Affairs Canada and Indigenous Services Canada.

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.

Degree equivalency

Experience:
• Experience in providing service or processing requests for clients and/or stakeholders.
• Experience in providing advice/guidance to management.
• Experience using word processing, spreadsheet and database software.
• Experience gathering information and consolidating reports.

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

English essential

Information on language requirements

Abilities:
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.
• Ability to manage multiple tasks and priorities within tight deadlines.
• Ability to work under pressure.

Competencies:
• Thinking things through
• Working effectively with others
• Showing initiative and being action oriented
• Demonstrating integrity and respect
• Aboriginal Cultural Competency*

* Please note, the definition of Aboriginal Cultural Competency* is: The term Aboriginal cultural competency includes knowledge of Aboriginal peoples and refers to the ability to work effectively with Aboriginal peoples from different cultural backgrounds, or in settings where several cultures co-exist. It includes the ability to communicate and understand the culture, and behaviours of other individuals and groups, and to make appropriate recommendations.

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

Asset Qualifications:
• Two years of post-secondary education from a recognized institution with acceptable specialization in a field relevant to the position.
• Experience working with confidential and sensitive information.
• Experience in supervising teams of 2-10 employees.
• Experience in travel bookings and expense reports within HRG-STS Travel Expense Management Tool.
• Experience in procurement and/or in the administration of contracts.
• Experience in system/procedure development.
• Experience in Financial Management (including SAP, budgeting, and/or forecasting).
• Experience with preparation and administration of contribution agreements (including GCIMS).
• Experience in GCDocs.
• Experience with UKG Nurse Scheduler.
• Experience working with First Nations, Inuit, and/or Métis.
• Experience in human resources.
• Experience in using advanced Microsoft Excel Skills* (*Advanced Microsoft Excel skills are defined as, for example, but not limited to: Pivot tables, pivot charts, formulas, group data, functions and data analysis).
• Experience as a Medical Office Assistant.
• Experience in the application of medical terminology.
• Experience using client records management programs such as Electronic Medical Records (EMR).

Organizational Needs:
Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: Women, Aboriginal Persons, Visible Minorities and Persons with Disabilities.

Operational Requirements:
• May be required to occasionally travel to remote and/or isolated communities in small aircraft, off road vehicles or by boat in varied weather conditions.
• Certain positions will require the willingness and ability to work overtime or extended hours.

Conditions of employment

Conditions of Employment:
• Security clearance – must obtain and maintain security clearance throughout employment. Security clearance may be either Reliability or Secret level depending on the position being staffed

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

All communication throughout the entire staffing process, including email correspondence may be used in the assessment of qualifications.

We will communicate with applicants by e-mail. It is your responsibility to verify your emails regularly to ensure that you do not miss out on any opportunities. Failure to respond in the prescribed timeframe will result in your application not being referred to the hiring manager. The applicant shall
ensure that the e-mail address provided is valid and make sure this address is functional at all times and accepts messages from unknown users.

Candidates invited to the assessment stage will be required to provide ORIGINAL 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. Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at https://www.cicic.ca/.

In order to manage the number of applications in the selection process, management may use random selection and/or top down consideration of scores at various steps in the process, to determine the number of candidates who will be further considered in the process.

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.