Various Administration Positions

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

Please see Intent of the process and Organizational Needs.

Candidates must clearly demonstrate in the screening questionnaire how they meet the education and experience criteria listed in the Essential Qualifications and Asset Qualifications if applicable. Please note that stating that the requirement has been met, and/or listing past or current responsibilities, does not represent adequate substantiation. Rather, you must provide concrete examples that clearly illustrate how you meet the requirement. Résumés 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.

Indeterminate employees at the same group and level, or equivalent may be considered for deployment, assignment/ secondment prior to the assessment of other applicants.

Duties

Stream 1 - AS-03 - Executive Assistant
Position duties would include, but are not limited to:
• Prioritizes and coordinates the daily activities of the Senior Executives, including meetings and travel, and organizes all required inputs, documents and logistical arrangements.
• Acts as contact for the Senior Executives, both internally and externally, to control enquiries and responses to a wide range of complex issues, activities and requirements.
• Administers the Senior Executive’s office budget, including responsibility for forecasting, and monitoring expenditures and acting as liaison in relation to overall financial issues.
• Coordinates and facilitates meetings, calendars and scheduling of meetings on behalf of the Senior Executive, prepares information packages and meeting documentation and participates in meetings by providing advice
• May provide supervision and/or guidance to employees delivering administrative support services in the Senior Executive’s Office.

Stream 2 - AS-04 Senior Executive Assistant
Position duties would include, but are not limited to:
• Manages the delivery of executive administrative support services, such as agenda management and secretariat support, office operations, financial/budget administration and supervises administrative staff.
• Manages and coordinates the flow of information to and from the Senior Executives, directs incoming documents/visitors/callers to the appropriate organizations for response, coordinates and prepares briefing material, edits and reviews documents, advises and briefs Senior Executives on issues requiring attention.
• Manages and coordinates scheduling of the Senior Executives, by liaising with offices of other Senior Executives and Senior Managers within Indigenous Services Canada.
• Administers an office budget, including responsibility for forecasting, and monitoring expenditures and acting as liaison in relation to overall financial issues.
• Act as a liaison for Executive Offices for First Nation Chief and Council, staff, community members, provincial ministries, other federal departments and external organizations.

Work environment

Indigenous Services Canada (ISC) works collaboratively with partners to improve access to high quality services for First Nations, Inuit and Métis. Our vision is to support and empower Indigenous peoples to independently deliver services and address the socio-economic conditions in their communities.

For further information on the organization, please visit Indigenous Services Canada (https://www.canada.ca/en/indigenous-services-canada.html)

Intent of the process

The intent is to staff this position via the Aboriginal Peoples Employment Program, which aims to strategically increase Aboriginal representation within the First Nations and Inuit Health Branch. As such, Organizational Needs may be applied and first consideration may be given to candidates self-identifying as belonging to Aboriginal peoples.

A pool of qualified candidates will be established and may be used to staff identical or similar temporary positions, acting, assignments/secondments, or deployments in Saskatchewan.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

A response to a text question addressing the following:

• Stream 1 - AS-03 - Executive Assistant
  Position duties would include, but are not limited to:
  • Prioritizes and coordinates the daily activities of the Senior Executives, including meetings and travel, and organizes all required inputs, documents and logistical arrangements.
  • Acts as contact for the Senior Executives, both internally and externally, to control enquiries and responses to a wide range of complex issues, activities and requirements.
  • Administers the Senior Executive’s office budget, including responsibility for forecasting, and monitoring expenditures and acting as liaison in relation to overall financial issues.
  • Coordinates and facilitates meetings, calendars and scheduling of meetings on behalf of the Senior Executive, prepares information packages and meeting documentation and participates in meetings by providing advice
  • May provide supervision and/or guidance to employees delivering administrative support services in the Senior Executive’s Office.
  
  Stream 2 - AS-04 Senior Executive Assistant
  Position duties would include, but are not limited to:
  • Manages the delivery of executive administrative support services, such as agenda management and secretariat support, office operations, financial/budget administration and supervises administrative staff.
  • Manages and coordinates the flow of information to and from the Senior Executives, directs incoming documents/visitors/callers to the appropriate organizations for response, coordinates and prepares briefing material, edits and reviews documents, advises and briefs Senior Executives on issues requiring attention.
  • Manages and coordinates scheduling of the Senior Executives, by liaising with offices of other Senior Executives and Senior Managers within Indigenous Services Canada.
  • Administers an office budget, including responsibility for forecasting, and monitoring expenditures and acting as liaison in relation to overall financial issues.
  • Act as a liaison for Executive Offices for First Nation Chief and Council, staff, community members, provincial ministries, other federal departments and external organizations.

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

English essential

Information on language requirements

Education Stream 1 and 2:
Successful completion of a secondary school* diploma or employer-approved alternatives (see Note 1).
*The term “secondary school” refers to high school as established by educational authorities.
Notes:
1. The employer-approved alternatives to a secondary school diploma are:
a. A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
b. An acceptable combination of education, training and/or experience.

Degree equivalency

Experience Stream 1 and Stream 2:
Experience in providing administrative services, which could include but is not limited to the following:
• contracting, travel, procurement, hospitality, event planning, human resources, contribution agreements, or asset management
• coordinating and preparing briefing material for meetings,
• directing the flow of information to and from the office,
• editing and reviewing documents for the purpose of quality control.

Experience processing, coordinating or maintaining incoming and outgoing correspondence, and oversight of file management.

Experience making travel arrangements and preparing travel claims.

Experience Stream 2 only – (AS-04):
Experience with financial administration, such as monitoring budget forecasts and expenditures, processing accounts payable, and generating financial reports.

Competencies (Stream 1 and 2):
-Communication Oral
-Communication Written
-Indigenous/Aboriginal Cultural Competency
-Dependability
-Demonstrating integrity and respect
-Showing initiative and being action oriented
-Thinking things through
-Working effectively with others

Abilities (Stream 1 and 2):
-Ability to work under pressure to meet tight deadlines and to prioritize work.
-Ability to work effectively with First Nations, Inuit and/or Métis community representatives or organizations (i.e. liaising with officials or representatives such as Chief, Councillor, CEO or other senior officials or staff).

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

Education Stream 1 and 2:
Successful completion of a post-secondary certificate, diploma or degree in a field related to the position, such as Office Education or Administration.

Degree equivalency

Experience Stream 1 and 2:
Experience working with, collaborating with, or providing services to Indigenous clients and/or communities.

Experience assessing and developing internal processes.

Experience supervising staff.

Organizational Needs:
Indigenous Services 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:
Willingness and ability to work overtime on an occasional basis.
Willingness and ability to travel on an occasional basis.

Conditions of employment

Reliability or 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

Please ensure that your email address is on your application for correspondence.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email.)

All communication relating to this process, including email correspondence and telephone conversations, may be used in the assessment of qualifications.

Candidates may be assessed using one or more of the following tools: standardized tests, written exam, interview, simulation exercise and reference checks.

Candidates must ensure that they are available for any testing or interviews required.

Proof of education will be required. 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.

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.

A top down approach may be used to assess and/or appoint candidates.

Candidates must meet the essential qualifications and conditions of employment to be appointed to a position. Candidates may be required to meet the asset qualifications, the operational requirements and/or the organizational needs, depending on the requirements of the specific position being staffed.

Successful candidate(s) must meet and maintain the Conditions of Employment throughout their employment.

Accommodations during assessment are available. If you are invited to be assessed, you will receive further information on the steps required to request accommodation measures throughout this staffing process. Please note that detailed information about your functional limitations will most likely be required, and will be addressed confidentially.

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.