ADMINISTRATIVE OFFICER/ EXECUTIVE ASSISTANT

Update: Closing date has been amended to July 9th 2023 at midnight.

Important messages

𝗚𝗶𝘃𝗶𝗻𝗴 𝘆𝗼𝘂 𝘁𝗵𝗲 𝗯𝗲𝘀𝘁 𝗰𝗵𝗮𝗻𝗰𝗲 𝘁𝗼 𝘀𝘂𝗰𝗰𝗲𝗲𝗱!
At Public Services and Procurement Canada (PSPC), we are committed to running inclusive and barrier-free recruitment processes.

If you need to be accommodated during any phase of the evaluation process, please submit your request through the contact person identified below. All information received related to accommodations is confidential.

For more information: https://www.canada.ca/en/public-service-commission/services/assessment-accommodation-page.html

📢ACKNOWLEDGMENT OF RECEIPT OF APPLICATIONS WILL NOT BE SENT. Please note that only those applicants who meet the essential education and experience criteria will be contacted. We thank all applicants for your interest in this selection process.

Duties

✓ Provides support in one or more administrative fields such as human resources, finance/budgeting, materiel management, records management, document review, etc.
✓ Inputs financial data to record commitments and expenses. Validates expenses, processes invoices for signature and payment, resolves invoice issues and provides budget information to management.
✓ Monitors emerging issues affecting the day to day operations of the organization, determines the degree of urgency, priority and relevance of documents or various requests, information and communications
✓ Coordinates meetings and schedule of manager/director/supervisor.

Work environment

✨ Who are we? ✨
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Public Services and Procurement Canada (PSPC) manages one of the largest and most diverse portfolios of real estate in the country and is the Government of Canada’s Real Property expert.

Specifically, we are real property professionals specializing in workplace accommodation, architecture, engineering, real estate, and asset and facility management. We are involved in all aspects of real property, from initial investment strategies and the construction and leasing of facilities, to the maintenance, repair and disposal of real property assets.

PSPC has a lot to offer:
❋ Competitive salaries with annual increases;
❋ Continuous learning and career advancement – we have an exclusive Career Center to help you build your career in the Federal Government;
❋ Advantageous pension regime and benefits;
❋ Up to three (3) weeks of holidays per year, which increases with years of service;
❋ Flexible work arrangements – possibility of teleworking and compressed work weeks to help you balance your personal and work life.

⭐ We are One PSPC! ⭐
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Public Services and Procurement Canada (PSPC) helps the Government of Canada serve Canadians. With a strong focus on quality customer service, we provide innovative common services such as real estate and building management, purchasing, banking, pay and pensions, and translation to other government departments, agencies and boards. By providing these centralized services to departments and agencies, we enable them to focus on what they do best: providing their programs and services to Canadians.

At PSPC, we are committed to achieving a competent, representative workforce that reflects the diversity of the Canadian population. We work hard to create a welcoming, respectful and inclusive workplace through a variety of programs and initiatives. In fact, we have been named one of Canada’s Best Diversity Employers for the fifth year in a row and here is a list of some of our diversity and inclusion achievements:
❋ five diversity networks;
❋ a Task Force on Anti-racism, Workplace Culture and Equity;
❋ a national Reconciliation and Indigenous Engagement Unit;
❋ an Ombudsman for Mental Health (the first such position within the federal public service);
❋ an Accessibility Office and;
❋ a Gender-based Analysis Plus (GBA+) Centre of Expertise.

While many programs and initiatives have already been implemented in line with our commitments to diversity and inclusion, we aim to get better! That's why we invite you to be part of the change by joining an organization where individual differences are recognized, valued and respected. Be part of the solution!

Intent of the process

📢 We are looking for talented individuals to join our team!

A pool of partially assessed candidates will be established through this process to staff identical or similar positions, within the Department of Public Services and Procurement Canada, with various security requirements and/or tenures with a BBB/BBB linguistic profile, in Ottawa, ON or in Gatineau, QC.

Positions to be filled: 6

Information you must provide

Your résumé.

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

🎓EDUCATION
𝐄𝐃𝟏. A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

💼EXPERIENCES
𝐄𝐗𝐏𝟏 Experience in using the Microsoft Office suite, such as: Microsoft Word, Outlook, Power Point or Excel.
𝐄𝐗𝐏𝟐.Experience providing administrative support services. (For example, but not limited to, correspondence management, filing systems, diary management, expense account management, or drafting minutes of meetings, etc.)
𝐄𝐗𝐏𝟑. Experience in data entry, data verification or error correction.

📋COMPETENCIES
𝐂𝟏. Demonstrate integrity and respect
𝐂𝟐. Demonstrate initiative and be action-oriented
𝐂𝟑. Attention to detail
𝐂𝟒. Client Service Competency – Level 1*

* www.canada.ca/en/public-services-procurement/corporate/accountability/client-service/competency.html

✍ABILITIES
𝐀𝐁𝟏. Ability to communicate effectively in writing*
𝐀𝐁𝟐. Ability to communicate effectively orally
𝐀𝐁𝟑. Ability to establish priorities AND meet deadlines

*The ability to communicate effectively in writing will be assessed in your application as well as in your written communications throughout the process.

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

🎓EDUCATION
𝐀𝐄𝐃𝟏. Diploma from a recognized post-secondary institution in a field relevant to the position to be staffed.

Degree equivalency

💼EXPERIENCES
𝐀𝐄𝐗𝐏𝟏. Experience providing executive support services in the office of a manager/director/senior executive.
𝐀𝐄𝐗𝐏𝟐. Experience managing a manager's email or agenda.
𝐀𝐄𝐗𝐏𝟑. Experience using a financial management system.
𝐀𝐄𝐗𝐏𝟒. Experience in arranging travel arrangements and preparing travel claims.

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

Bilingual - Imperative (BBB/BBB)

Information on language requirements

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

In support of achieving a diversified workforce, consideration may be given to candidates, who, at the time of application, self-declare* as belonging to one of the following designated Employment Equity groups: Women, Indigenous (Aboriginal) Peoples, Persons with Disabilities and Members of Visible Minorities.

* We therefore encourage you to self-declare during the online application process by selecting the appropriate box under the Employment Equity section.

For further details, please refer to the “Other information” section.

Information on employment equity

Conditions of employment

Reliability Status security clearance

Secret security clearance

Some positions in the Property and Facility Management Service Line (PFMSL) within Real Property Services (RPS) are part of a pool of several positions. As a condition of employment for each of these positions, you must be willing to be reassigned, upon written notice (normally 5 working days), to the same position to perform similar duties at any work site in the Property and Facility Management Service Line (PFMSL) within Real Property Services (RPS) in the National Capital Region.

Other information

📋 APPLICATION PROCESS - How to submit – 1st Step 📋

📌 Job applications must be submitted through the Public Service Resourcing System. To apply online, you will first need to create an account on the GC Jobs site. Once your account is created, return to the job poster and select the button "Apply Online". Persons requiring accommodation preventing them from applying on-line are asked to contact 1-800-645-5605.

Your application must indicate locations in which you would accept employment.

No cover letter required. Simply complete application as directed and submit your résumé.

👉 ONLY ONLINE APPLICATIONS WILL BE ACCEPTED 👈
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📋 ASSESSMENT PROCESS – 2nd Step 📋

You can expect to be part of a simple process!

The Property and Facility Management Service Line within Real Property Services of Public Services and Procurement Canada aims to establish a pool of partially qualified candidates by September 2023! But what does that imply?

- Two (2) questions with development and seven (9) Yes/No questions with justification in your application;
- A short pre-interview exam and interview;
- No formal reference check *.

*Hiring managers may conduct informal reference checks following the creation of the partially qualified candidates pool.

The evaluation committee cannot make any assumptions.

🔎 INSTRUCTIONS - When responding to the questions, be sure you :

Ⓐ Clearly demonstrate how you meet each criteria by answering the online questions and provide concrete, specific examples of actions that speak directly to the criteria sought.

Ⓑ 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.

Ⓓ Validation of the qualifications; comments such as "refer to my attached résumé" will not be accepted and may result in your application being rejected. Information provided on your described experience should be supported by your resume.

Ⓔ 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.

📌 Persons are entitled to participate in the appointment process in the official language(s) of their choice.

📌Failure to participate in assessments as scheduled may result in the rejection of your candidacy.

📌 Depending on the number of applicants, department needs, and human resources plans, volume management strategies may be used for the purpose of managing candidate applications.

All candidate responses must be done independently, without consultation.

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📌 LANGUAGE ASSESSMENTS:

Candidates must possess a minimum of a BBB/BBB level or higher to be appointed to a position. All positions to be staffed are bilingual imperative. Candidates will be tested and must achieve a proficiency level of B at the Test of reading comprehension (intermediate level), a proficiency level of B at the Test of written expression (intermediate level), and a proficiency level of B at the Test of Oral Proficiency (intermediate level). Applicants who do not have valid second language evaluation (SLE) results will be required to undergo second language evaluation.

For more information on SLE, visit the following web-site:
http://www.canada.ca/en/public-service-commission/services/second-language-testing-public-service.html

To obtain a copy of SLE results, candidates may make a request at the following website: http://www.canada.ca/en/public-service-commission/corporate/about-us/contact-us.html#N1

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📌 You must be prepared to provide the original or a certified true copy of your educational credentials and proof of citizenship. For candidates with an international degree/diploma, Canadian equivalency will also be requested.

For further information, consult the Canadian Information Centre for International Credentials (http://www.cicic.ca/indexe.stm) or the Public Service Commission (http://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/degree-equivalency.html).

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📌 All appointments from outside the Public Service are subject to a probationary period of 12 months.
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📌Relocation: The successful candidate chosen must be willing and able to relocate and work in Ottawa or Gatineau. While flexible work arrangements are an option, PSPC opted for a hybrid model that retains opportunities for remote work blended with purposeful time in person in the office.

🔶𝗥𝗲𝘁𝘂𝗿𝗻 𝘁𝗼 𝘁𝗵𝗲 𝘄𝗼𝗿𝗸𝗽𝗹𝗮𝗰𝗲🔶
PSPC has transitioned to a hybrid workplace that sees employees working on site at least 2–3 days each week, or 40–60% of their regular schedule. This may mean different mixes of working from home and from the office at different times. The co-working spaces and branch neighborhoods enable a workplace that allows for a purposeful presence in the office and room to collaborate. Please view the Network of spaces at PSPC (link above) for more information.

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COMMUNICATIONS:

📌 Our intention is to communicate with candidates via email. Applicants who apply to this selection process must include in their application a valid email address and make sure this address is functional at all times and accepts messages from unknown users.

📌ACKNOWLEDGMENT OF RECEIPT OF APPLICATIONS WILL NOT BE SENT. Please note that only those applicants who meet the essential education and experience criteria will be invited to the next stage of evaluation. We thank all applicants for your interest in this selection process.

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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.