Corporate Services Administrative 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

ISC employees can work a mix between in-office and from a telework location. Physical onsite presence in Toronto or Thunder Bay will be required for a minimum of 2 days per week in accordance with Treasury Board direction.

Office locations include: Toronto, Ontario (655 Bay St.), Thunder Bay, Ontario.

1) You are required to complete screening questions that clearly demonstrate how you meet the essential criteria of education, experience and any asset education and asset experience if applicable. Your response must include HOW (concrete examples), WHEN (dates) and WHERE (location of work) you meet the essential criteria required. It is your responsibility to provide complete and appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

2) The screening board cannot make any assumptions about your experience and will not contact candidates for additional or potentially missing information.

3) Please DO NOT send a cover letter. The screening questions replace the cover letter. We will NOT review cover letters.

4) Resume 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.

Work environment

Indigenous Services Canada (ISC) provides social, economic, and health programs and services to First Nations, Inuit and Métis. ISC provides a respectful workplace where collaboration among colleagues and partners is essential. It is in this spirit that ISC works collaboratively with many 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 improve the socio-economic conditions in their communities.

You can contribute to ISC’s unique mandate by playing an important role in providing leadership in the implementation of negotiated land claim settlement agreements. ISC provides an opportunity to work in a dynamic work environment based on relationship building, collaboration, cultural sensitivity and service excellence.

Intent of the process

A pool of qualified candidates may be established and may be used to staff similar positions with various locations, linguistic profiles and/or requirements as well as tenures (Acting, Assignment, Deployment, Secondment, Determinate, and Indeterminate appointments) and/or security clearance (reliability or secret), which may vary according to the position being staffed.

By default, and in the interest of the greater public service, pools created as a result of staffing processes at ISC may be shared with other government departments.

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 (see Note 1).
Note:
1. The employer-approved alternatives are:
o A satisfactory score on the Public Service Commission test approved as an alternative to two years of secondary school; or
o An acceptable combination of education, training and/or experience.
Candidates who meet either of the following criteria must be accepted as meeting the two years of secondary school requirement:
a. Candidates who have achieved a satisfactory score on the Public Service Commission test approved as an alternative to two years of secondary school; or
b. Candidates who have been appointed or deployed for an indeterminate period to a position in the CR classification.
The opportunity to be assessed by at least one of the two employer-approved alternatives must be offered to candidates who have not previously met the two years of secondary school requirement.

Degree equivalency

EXPERIENCE:
Experience in providing general administrative services (which may include managing files, data entry, performing reception, mail duties, accounts receivable/payable and purchasing).

Experience in implementing procedures and processes.

Experience in providing information to clients or management.

Experience using word processing and spreadsheet software and performing data entry functions in an office environment.

Experience in providing advice and guidance on administrative or program support services in a work environment such as, but not limited to preparation of administrative or program reports, reviewing and assessing client requests, providing options and recommendations on the appropriate procedures, etc

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

English essential

Information on language requirements

ABILITIES:
• Ability to establish priorities and work under pressure
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing (including proficiency in grammar, spelling and punctuation).
• Ability to multitask.

PERSONAL SUITABILITY:
• Effective interpersonal skills.
• Reliability.
• Detail oriented
• Flexibility.
• Judgement
• Initiative

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

ASSET EDUCATION:
Graduation with a degree from a recognized post-secondary institution.

Degree equivalency

ASSET EXPERIENCE:
Experience managing a budget.

Experience using financial software programs such as SAP.

Experience in preparing security-related reports and formulating recommendations

Experience working in a security field, such as physical or personnel security.

ASSET KNOWLEDGE:
• Knowledge of the Financial Administration Act (FAA).
• Knowledge of Treasury Board Policies related to procurement and asset management.

CURRENT AND/OR FUTURE ORGANIZATIONAL NEEDS:
( Not essential, but preference may be given to candidates who possess the 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 Indigenous person (self-declaration).
**The Indigenous affiliation will be verified at the time of the appointment using the Affirmation of Indigenous Identity Form**

OPERATIONAL REQUIREMENTS
Ability and willingness to travel, including in small planes to remote locations
Ability and willingness to work overtime on short notice.
Ability to lift 30 kg
Ability to deal with difficult people and situations during an emergency
Willingness and ability to possess and maintain a valid driver's license or mobility, usually associated with having a driver's license, as required.

Conditions of employment

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

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APPLICATION PROCESS
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We strongly encourage applicants to submit their applications on-line.

The following are some of the benefits associated with applying on-line:
• Applicants can create and manage their accounts and apply to job opportunities as long as an internet connection is available.
• Applicants can create a profile and retrieve stored application(s) (personal information, covering letter and résumé) previously submitted and modify them, if necessary, before submitting the application.
• Applicants can modify their application/résumé at anytime BEFORE the closing date indicated on the job advertisement.

Should you be unable to apply on-line on jobs.gc.ca, please submit your application, quoting the Selection Process Number, to the application contact listed on the poster on or before the closing date. In this case, candidates must clearly demonstrate how they meet the education and experience factors listed in the essential AND asset qualifications. Candidates must use the education and experience factors as a header and then write one or two paragraphs demonstrating how they meet these factors with concrete examples. Please note it is not sufficient to only state that the qualification is met or to provide a listing of current or past responsibilities. Résumés may be used as a secondary source to validate the experience described.

By answering online screening questions, it is your responsibility, as a candidate, to provide CONCRETE AND DETAILED EXAMPLES to clearly demonstrate how you meet the education and experience requirements listed in the Essential Qualifications and Other Qualifications sections. Your answers must include where and how you obtained the required education or experience, as well as the period(s) in which you performed the functions of the position(s). Your answer must include the date format of Month-Year to Month-Year. Failure to provide the above information in the format required may result in your application being rejected from the process.

Information on your described education, experience, etc. provided in the screening questions should be supported by your resume.

You may save your application as a draft and return to it at a later date. Your application must be completed and submitted in order to be considered. Partially completed applications, or those in draft cannot be considered. You can make modifications to your submitted application at any time, but once your application has been selected for screening, you will no longer be able to make modifications and your submission will be considered final.

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ASSESSMENT
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Candidates must meet all the essential qualifications to be appointed to a position.

You may be assessed using a variety of assessment tools, such as, but not limited to: standardized tests, written exams, interviews, simulation exercises, reference checks, recent and past performance evaluations, self-assessments, candidate achievement record, etc.

You must provide proof of your education credentials. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. For more information please click on “Degree Equivalency” in the Education section above.

LEAVE/ABSENCES DURING THIS SELECTION PROCESS: It is the responsibility of the candidate to notify the Departmental contact of any pre-approved leave throughout the duration of the process in order to facilitate scheduling of evaluations. One (1) alternate date will be possible only if requested for the following reasons: 1) Medical reasons with doctor’s certificate 2) Death in your immediate family 3) Confirmation of pre-approved travel plans or training plans (made before the advertisement posting date) 4) Religious reasons or 5) Participation in an assessment for another selection process.

Please note that achieving the pass mark on any of the assessments used does not mean you will move forward in the selection process. Management may decide to use a score that is higher than the pass mark on any of the evaluations used throughout the selection process. Management may also decide to use top-down selection at any stage of the process.

Management may choose to invoke an asset(s) at any point of the process.

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OFFICIAL LANGUAGE
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Persons are entitled to participate in the selection process in the official language of their choice. Applicants are asked to indicate their preferred official language in their application.

Official language proficiency could be assessed and required solely upon appointment. Each candidate can only undergo SLE testing one time within the context of an appointment process. Also, a person who initially failed linguistic testing could be introduced into the pool of qualified candidates during the pool’s validity period if he/she is assessed again through another selection process or following linguistic training.

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COMMUNICATION
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Communication for this process will be sent via email. Applicants MUST check their e-mail accounts frequently as there may be a deadline for responses. 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). Please note that we will have to consider that you are no longer interested in participating in the selection process and that you have withdrawn your candidacy should you not provide us with an up-to-date email address or respond to our communications.

If you need to communicate with us during any stage of this process, please indicate the selection process number in the subject field of your email.

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OTHER INFORMATION
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Acknowledgement of receipt of applications will not be sent; we will contact candidates when the screening process is completed.

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.