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

The Government of Canada is committed to building a skilled workforce that is representative of Canada's diversity, which includes the recruitment of Canadian Veterans and releasing Canadian Armed Forces personnel:
https://www.canada.ca/en/public-service-commission/jobs/services/public-service-jobs/canadian-armed-forces-members-veterans.html
We encourage applicants to identify any abilities, competencies, and/or experiences acquired through employment with the Canadian Armed Forces where applicable.

Duties

1. Provide routine administrative services in support of the Executive Director of the Planning & Operations Branch (POB).
2. Deliver and coordinate administrative and clerical services for POB as required.
3. Monitor generic mailbox for the Office of the Executive Director, POB.
4. Track and maintain a Bring Forward (BF) system for the Executive Director, POB.
5. Research automated and manual information systems to compile and format documentation for the Office of the Executive Director including searches pertaining to ATIP requests.

Intent of the process

► The intent of this selection process is to staff a bilingual position in the National Capital Region.
► A pool of (fully or partially) qualified candidates will be established through this process to staff identical or similar positions with various tenures (determinate period or indeterminate), for various bilingual linguistic profiles, various security requirements, various conditions of employment and for various locations.

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 managing a daily schedule of a manager.
• Experience working with information management programs such as CCM Mercury, GCDocs, SharePoint, etc.
• Experience in using Microsoft Office software such as MS Outlook, MS Word, MS PowerPoint and MS Excel.
• Experience in editing and formatting documents (ex. correspondence, briefing notes or others).
• Experience in both electronic and paper filing system as well as a BF (bring forward) system for tracking purposes.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

Knowledge
• Knowledge of general office procedures.

Abilities & Competencies
• Ability to coordinate administrative activities.
• Ability to work effectively under pressure.
• Ability to organize and plan work to meet deadlines.
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing

Personal Suitability
• Creativity
• Initiative
• Team player
• Diplomacy

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

Asset Qualifications
• Experience working with financial systems such as SAP and AMI.
• Experience in providing human resources services.
• Experience in SAP data entry and retrieving data from SAP.
• Experience with Power BI.

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

Information on employment equity

OPERATIONAL REQUIREMENTS
Depending on the position to fill.
Willing and able to work overtime as required and to adopt flexible work hours.
Must be located in National Capital Region.

Conditions of employment

Reliability Status 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 - How to submit
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*** ONLY ONLINE APPLICATIONS WILL BE ACCEPTED ***

All job applications must, therefore be submitted through the jobs.gc.ca site. To submit an application online, please select the button "Apply Online" below.

Persons who cannot apply online or persons with disabilities preventing them from applying online are asked to inform the contact persons responsible for this process and to contact 1-800-645-5605 prior to the closing date.

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/resume at any time BEFORE the closing date indicated on the job advertisement.
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INSTRUCTIONS - When responding to the screening questions, be sure you:
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• Clearly demonstrate how you meet each of the requirements by answering the online questions and provide concrete, specific examples of actions that speak directly to the experience sought.

• Choose examples with sufficient complexity, impact and degree of difficulty that will allow you to illustrate to what extent and depth you have shown the behaviours expected for each qualification.

• Include when the example took place (month-year to month-year), background of each situation, what you did, how you did it, what your role was in the situation, and what was the outcome.

• Focus on what you did. When referring to an experience achieved in the context of a team, set your role apart from the role(s) of others.

Résumés may be used as a secondary source to validate the qualifications described; comments such as "refer to my attached résumé" will not be accepted and may result in your application being rejected.

Lack of DETAILS may result in your application being rejected as the Assessment Board may have insufficient information to determine whether you meet the qualifications.
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ASSESSMENT:
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Please ensure that you read ALL points listed below, as this section contains important information about the application process. Failure to read these notes and follow these instructions could result in your application missing required information which may result in your application being eliminated from this selection process.

• A variety of assessment tools may be used in the assessment of candidates, such as: written test, practical test, situational exercise, oral interview, simulation, presentation, role play, work samples, performance appraisals, reference checks, and/or assessment board member personal/direct knowledge of candidates’ qualifications.

• Some assessments may be conducted remotely, including teleconference or videoconference assessments.

• All written and verbal communication obtained throughout the selection process, from the time of application to close of process, may be used to evaluate the candidate.

• During the application or assessment process both cheating and plagiarism are considered forms of misconduct and are not permitted. Any person found cheating, including those who help others to cheat, may be subject to removal from the selection process.

• Based on the position being staffed, additional essential qualifications, asset qualifications, organizational needs, operational requirements and/or conditions of employment may be identified and applied during the assessment and/or selection of candidates.
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PROOF OF EDUCATION:
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Candidates must provide proof of education credentials upon request.

Candidates with foreign education credentials are required to provide proof of Canadian equivalency.

Foreign certificates and/or diplomas must be assessed against Canadian education standards. The federal public service will accept any Foreign Educational Credentials as long as they are deemed comparable to Canadian standards, determined by a recognized credential assessment service.

All applicable fees are the responsibility of the candidate and must be paid by the candidate.
The Canadian Information Centre for International Credentials (CICIC) assists persons who wish to obtain an assessment of their educational, professional, and occupational credentials by referring them to the appropriate organizations.

You can access the CICIC website at: https://www.cicic.ca/. This website provides links to a number of Canadian organizations that provide equivalency assessments.
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COMMUNICATION
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Acknowledgment of receipt of applications will not be sent.

Once the screening of applications has been completed, only candidates proceeding to the next stage will be contacted.

NOTE: Our intention is to communicate with applicants by e-mail for screening/assessment purposes. It is imperative that you provide a valid email address that accepts e-mail from unknown users (some email systems block these types of email). Candidates are strongly encouraged to check their email on a regular basis. It is entirely your responsibility to inform us at all times of any changes regarding your contact information.
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TRAVEL STATUS OR COST
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Please note you will not be considered to be in travel status or on government business and travel costs will not be reimbursed. Consequently, you will be responsible for travel costs.
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OFFICIAL LANGUAGES
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Persons are entitled to participate in the appointment process in the official language of their choice. Applicants will be asked to indicate in their on-line application their preferred official language for each of the following: a) correspondence, b) written exam, and c) interview.
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We thank all those who apply.

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.