PROGRAM SUPPORT/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

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

If you are not familiar with inventories, please consult the ''Frequently Asked Questions'' section at the bottom of the advertisement.

Indigenous Services Canada will periodically pull and review the applications received and contact applicants selected for further assessment based on the needs. The first pull of applications may be as early as September 1, 2023.

**IMPORTANT INSTRUCTIONS TO FOLLOW**
1) With the exception of the "Ability to communicate orally and in writing", you MUST provide concrete and detailed examples to 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. An online Screening Questionnaire has been created to assist you in completing this information.
2)Your application, screening questions and text questions will be used to assess the Ability to communicate effectively in writing. Your responses to the screening questions will be used as the primary source of information and your resume will only be used to validate this information. Lack of examples and details, or indicating "please refer to resume", will result in your application being rejected as the Assessment Board will have insufficient information to determine if the requirement is met.
3) You may be selected based on the complexity/breadth and depth of the examples (i.e. projects/initiatives/activities) that you chose to include in your answers.
4) Depending on the number of applicants, ISC needs and HR plans, volume management strategies such as random selection, application of one (1) or more assets, top-down approach, and/or cut-off scores MAY be used for the purpose of managing applications/candidates. Breadth and depth of the assessed qualifications may be considered.

🎥 For tips on how to apply, check out this video:
http://www.youtube.com/watch?v=0GW7P3g9hhIl

Duties

STORES TEAM
-The Business Management Unit (BMU) is responsible for providing financial, procurement and administrative support. Main duties would be purchasing supplies, entering/reviewing commitments, monitoring expenditures, processing invoices, generating reports etc. You will be required to work in SAP, the departmental financial system, GCDocs and MS suite such as, MS Word, Excel etc.

TIME KEEPERS
-The Business Management Unit (BMU) is responsible for processing overtime and daily attendance records for Ontario Nursing employees, according to the applicable collective agreement.  You will be required to work in Phoenix Pay System, MyGCHR and other departmental systems to enter work schedules, time worked, etc.

TRAVEL TEAM
-The Business Management Unit (BMU) is responsible for booking travel and preparing expense reports for nurses travelling to the communities.  You would be responsible to create travel request, contacting HRG, and reaching out to the traveler to obtain all receipts and/or documentation to process the expense report.

Intent of the process

The immediate need is to staff the following positions:

- Two (2) positions located in the NCR on a temporary basis with a possibility of an extension or a permanent offer.
- One (1) anticipatory position located in Sioux Lookout, ON for a period of 1 year with a possibility of an extension or a permanent offer.

Note - Our in office return to work policy is 2-3 days per week. Due to the nature of the duties, the selected candidate may be expected to report to the office where the position is located. The Sioux Lookout office is located on 45 Prince Street in Sioux Lookout, Ontario.

Additionally, a pool of qualified candidates will be established and may be used to staff similar positions with various requirements as well as tenures(Acting, Assignment, Deployment, Secondment, Determinate, and Indeterminate appointments) and/or the security clearance (reliability or secret), which may vary according to the position being staffed. It may also be used to staff identical or similar positions by other regions or federal departments across Canada.

Positions to be filled: 2

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 high school diploma or employer-approved alternatives (see Note 1).
1. The employer-approved alternatives to a secondary school diploma are:
o A satisfactory score on the Public Service Commission test approved as an alternative to a secondary school diploma; or
o An acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
- Experience in providing general administrative services in one (1) or more of the following:
- Co-ordinating travel arrangements and preparing expense reports;
- Co-ordinating schedules for employees;
- Purchasing of supplies; OR
- Finance.

- Experience in using technology within a work environment (e.g. E-mail (Microsoft Outlook), Word (Microsoft Word), Excel (Microsoft Excel)

ABILITIES:
- Ability to prioritize work to meet deadlines in a fast paced environment while shifting priorities.

PERSONAL SUITABILITY:
- Attention to detail
- Problem Solving

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

English essential

Information on language requirements

ABILITIES:
- Ability to communicate effectively orally.
- Ability to communicate effectively in writing.

PERSONAL SUITABILITY:
- Working effectively with others
- Showing initiative and being action-oriented
- Client Service Orientation

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

ASSET EXPERIENCE:
- Experience in using a financial system such as Systems, Applications and Products (SAP).

- Experience in providing services to or working with First Nations, Inuit or Metis.

- Experience preparing and coordinating travel arrangements in a travel system such as, Hoggs Robinson Group, Global Business Travel etc.

- Experience in inputting data within a pay Management System such as, but not limited to MyGCHR, Phoenix, Peoplesoft, etc.

ORGANIZATIONAL NEEDS:
Indigenous Services Canada is committed to having a skilled and diversified workforce representative of the population its serve. In support of our strategy to achieve our employment equity goals, preference may be given to candidates who, at the time of application, indicate that they are belonging to one of the following Employment Equity groups (self-declaration): Indigenous peoples, Women, Visible Minorities and Persons with Disabilities.

OPERATIONAL REQUIREMENTS:
- Willingness and ability to occasionally work overtime on short notice.
- Willingness and ability to work flexible hours as required by management.

Conditions of employment

Reliability Status security clearance - Various security clearances may be required (reliability, secret) - Applicants who have not lived in Canada for the past five (or ten, depending on security level) years may be required to submit a police certificate from each country in which they have lived for six months or more during this period, as well as other documentation required for the security screening process. Failure to submit this documentation if requested will eliminate the application from further consideration.

OTHER CONDITIONS OF EMPLOYMENT
-Managers may establish conditions of employment specific to the position being staffed. Candidates must meet and maintain the conditions of employment throughout their employment.
-Pre-employment medical/personal health declaration may be required for isolated communities

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

• Acknowledgment of receipt of applications will not be sent.

• All communications relating to this process, including email correspondence may be used in the assessment of qualifications.

• Communication for this process will be sent via email or via the Public Service Resourcing System (PSRS). It is the responsibility of the candidate to ensure accurate contact information is provided and updates as required. Candidates who apply to this selection process must include an email address that accepts email from unknown users (some email systems block these types of email).

• Candidates are required to submit their application by using the online system. If you are unable to apply online, please contact the email address indicated in the "Contact information" section below. Please provide an explanation as to why you are not applying on-line for consideration. (Note: You must state the Selection Process number in the Subject of enquiry)

• You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

• Depending on the requirements of the position(s) being staffed from this process, for current or future vacancies, any or all of the asset qualifications, operational requirements, and organizational needs may be applied at any stage in this selection process (i.e. screening and appointment stage).

• Various means of assessment may be used (for example: interview, written exam, reference checks, performance assessments, achievement record), depending on the needs of the hiring manager.

• Applicants are entitled to participate in the staffing process in the official language of their choice and are required to indicate their preferred official language in their application profile.

• Candidates are expected to make a reasonable effort to make themselves available for assessments as scheduled. Rescheduling will only permitted for accommodation measures or for other exceptional/extenuating circumstances, to be determined on a case-by-case basis.

• Candidates invited to the assessment stage will be required to provide proof of their education credentials, i.e., their degree or official transcript. Failure to do so may result in you not being considered further in the selection process.

• 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/
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FREQUENTLY ASKED QUESTIONS
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◦ How does an inventory work?
An inventory is a selection process that can be used by various hiring managers to meet their current and future needs. As a result, you will apply only once to be considered for multiple job opportunities at the CR-04 level.

◦ Why was my application automatically rejected when I submitted it?
In order to be placed in the inventory, you must meet the essential education qualification at the time you submit your application. If you receive a message "Application rejected at screening" immediately after submitting your application, you probably answered "No" to the screening question assessing the essential qualification of education. If you have incorrectly indicated "No" for this qualification, simply retrieve your application and update your answer to the screening question.

◦ What happens if my application expires?
Your application will be kept in the inventory for 90 days. A notice will be posted in the "My Job File" menu of your account 12 days before your application expires. If you do not take this into account, your application will be deactivated and it will no longer be considered for submissions from this inventory. In the event that your application expires during the effective period of this inventory, a notice will be posted in your account. If you wish to confirm your interest and reactivate your application, select the "Renewal of my application" link.

◦ I have a disability that does not allow me to apply online, who do I contact to help me with the submission of my job application?
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 accommodation. All information received in relation to accommodation will be kept confidential.

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.

Apply online