Various Administrative Jobs

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

→ HOW TO REQUEST ACCOMMODATION : Persons requiring accommodation (related to functional limitations or a disability) preventing them from applying on-line are asked to send a message to the e-mail address identified below prior to the closing date. Otherwise, your job application should be submitted through the Public Service Resourcing System. You may also review jobs open to the public through INFOTEL at 1-800-645-5605. The INFOTEL number for persons using a TTY/TDD is 1-800-532-9397.

→ ASSESSMENT STRATEGY SUMMARY

• Submit your application
• Online exam – sent by e-mail third week of October
• Review of applications
• Online assessment – Developmental questions
• Second Language Evaluation (SLE): reading and writing
• Reference checks / Assessment of reference checks
• Creation of pool of partially qualified candidates

Once the pool is created, your application may be sent to one or more hiring managers, depending on their needs. Afterwards, you may be invited to participate in one or more informal interviews. If selected, you may be required to complete a “Second Language Evaluation – Oral Language Assessment” (if applicable) and/or a security clearance.

→ WHERE WE WORK : The Department of Justice is transitioning to a Hybrid Model. Our team members will be working on site in the office at least some of the time and teleworking from home, as operational requirements permit.

Intent of the process

A pool of partially or fully qualified candidates may be established to staff similar positions within the Department of Justice with various tenures, language requirements, work location, operational requirements and/or conditions of employment.

If a pool is established following this staffing process, the Departmental Legal Services Unit reporting to the Department of Justice will be able to use it in order to staff similar positions.

Positions to be filled: 14

Information you must provide

Your résumé.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

ESSENTIAL QUALIFICATIONS

EDUCATION
ED1 - Secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE
EX1 (AS02) - Experience of approximately one year providing administrative support services*.
EX1 (AS03) - Experience of approximately two years providing administrative support services*.

Notes:

* Administrative support services includes but are not limited to such activities as: agenda/calendar management, finance, human resources, material management, contracting/procurement, accommodation, assets control/inventory, information management, travel, hospitality, Access to Information and Privacy (ATIP), etc.

• The difference between the AS-02 and AS-03 will be assessed in terms of the complexity and diversity of work handled (e.g., activities, tasks, projects) as well as the autonomy demonstrated, which is normally acquired over a period of approximately one year for the AS-02 and two years for the AS-03.

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

ASSET QUALIFICATIONS

→ Depending on the position being staffed, any of the qualifications below may be deemed as an essential “must have” or asset qualification “nice to have.” This does not mean that you must possess all qualifications, but these criteria may be a deciding factor in choosing the persons to be appointed. Therefore, IT IS IMPORTANT that you answer each of the questions.

EXPERIENCE

GENERAL ADMINISTRATION
AEX1 - Experience providing administrative support services * in one of the three levels of the Government of Canada (federal, provincial or territorial, municipal (city)).
AEX2 - Experience managing the calendar and coordinating the daily operations or activities of a manager such as organizing and scheduling meetings/events, writing meeting minutes, managing and executing special projects, and developing administrative procedures/practices.
AEX3 - Experience in making travel arrangements and preparing travel claims.
AEX4 - Experience in an executive office such as Assistant Deputy Minister, Associate Deputy Minister, Deputy Minister, and Minister’s Office or its equivalent (e.g., President, Vice-President).

CORRESPONDENCE
AEX5 - Experience drafting, formatting and/or proofreading correspondence.
AEX6 - Experience in managing, processing and/or filing digital documents in an electronic document management system, such as CCM Mercury.

FINANCE
AEX7 - Experience in performing financial administrative tasks such as preparing financial reports, monitoring and reporting on budgets and asset management.
AEX8 - Experience in using an automated financial system, such as SAP/IFMS (or its equivalent).

SUPERVISION / HUMAN RESOURCES
AEX9 - Experience supervising employees (e.g., overseeing employees' performance, providing guidance, training and support, identifying development needs, managing work schedules and leave requests).
AEX10 - Experience in providing human resources (HR) support services such as preparing, coordinating, submitting and/or tracking HR requests, gathering HR documents, liaising with HR Advisors for ongoing request or HR related questions, etc.

INFORMATION TECHNOLOGY / SOCIAL MEDIA
AEX11 - Experience using Excel for complex tasks such as PivotTables, formulas, macros, data manipulation, conditional formatting, dashboards, etc.
AEX12 - Experience working with social media, numerical media, interactive media and/or digital workspace in a professional context.

SECURITY
AEX13 - Experience working with a Corporate Security Program* in at least one of the following areas:

o Security screening
o Information technology security
o Physical security
o Business continuity management
o Information management security
o Security requirements associated with contracts and other arrangements
o Security event management
o Security awareness and training

* Corporate security program: public organizations or private corporations with a well-defined corporate security program, structure and organization that is the business lead for identifying, developing, implementing and maintaining security processes across the organization to reduce risks, respond to incidents, and limit exposure to liability in all areas of financial, physical, and personal risk; establish appropriate standards and risk controls associated with employee protection, information security, asset protection, emergency management and response; and, the establishment and implementation of policies and procedures related to information technology security. Typically, such organizations exist in Government Departments (Federal, Provincial, Territorial), large municipalities, large corporations and public or private organizations with significant employee populations or campus type settings (e.g., hospitals, colleges, universities, large manufacturing plants, utilities companies, banks).

OPERATIONAL REQUIREMENTS

OR1 - Willingness and ability to work on-site (according to the work location of the position).
OR2 - Willingness and ability to work remotely and on-site (hybrid work).
OR3 - Willingness and ability to work overtime on short notice.
OR4 - Willingness and ability to travel, on occasion.

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

Various language requirements
This process may be used to staff similar positions with various language requirements (bilingual and unilingual). Please note that the majority of the positions to be filled are bilingual (e.g., Bilingual Imperative BBB/BBB = Intermediate level), except for regional opportunities.

Information on language requirements

ABILITIES
A1 - Ability to perform administrative tasks.
A2 - Ability to communicate in writing.
A3 - Ability to communicate orally.

COMPETENCIES
CO1 - Demonstrating integrity and respect.
CO2 - Thinking things through.
CO3 - Working effectively with others.
CO4 - Showing initiative and being action-oriented.

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

ASSET QUALIFICATIONS

KNOWLEDGE
AK1 - Knowledge of Treasury Board approved policies and related instruments in area such as: People management, Government Security, Assets and acquired services, Service and digital and Financial management.
AK2 - Knowledge of Treasury Board “ Standard on Security Screening”.

ABILITIES
AA1 - Ability to proofread and format documents.
AA2 - Ability to prepare financial reports and forecasts.

ORGANIZATIONAL NEEDS

The Department of Justice believes that to be able to effectively serve the public, its workforce needs to reflect the diversity of the Canadian population. Diversity is a great source of strength in driving Canada’s Legal Team in ensuring that Canada’s justice system is as fair, accessible and efficient as possible. The Department is committed to a representative workforce that represents the Canadian public we serve. If you are a woman, an Indigenous person, a person with a disability or a member of a racialized group* and are interested in bringing in different perspectives and insights we encourage you to self-declare in this staffing process. This self-declaration information can be factored into departmental strategies and selection decisions to address our commitment to eliminate gaps for these groups.

* Please note that this group is currently designated as members of visible minorities in the Employment Equity Act and the self-declaration form.

Conditions of employment

• Reliability Status / Secret or Top Secret security clearance

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

• Communication for this process will be sent via e-mail.

• It is your responsibility to ensure that a current and valid e-mail address is provided and updated accordingly and that it accepts messages from unknown senders.

• You are encouraged to provide a second e-mail address in your application.

• You are entitled to participate in this process in the official language(s) of your choice. You are asked to indicate your preferred official language(s) in your application.

• You will be required to submit your proof of education documents at the time of assessment. If you were educated outside of Canada, you must have your credentials and/or diploma assessed against Canadian education standards. The public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, through a recognize credential assessment service. Information is available at the following link:
https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/degree-equivalency.html

• You may be required to meet the asset qualifications, operational requirements and/or the organizational needs; depending on the requirements of the specific position being staffed.

• A top-down selection could be used during the process to determine who will undergo further assessment.

• Other qualifications may be added and/or taken into consideration in choosing the person to be appointed (selection decision).

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.