Information Management Support Officer/Information Management Officer

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

All job applications must therefore be submitted through the Public Service Resourcing System (PSRS). To submit an application on-line, please select the button “Apply Online” below. 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 any time 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.

PRE-SCREENING QUESTIONS: The pre-screening questions MUST be completed when applying for this selection process. It is your responsibility as a candidate to answer these questions in detail explaining and substantiating, using the STAR principles (Specific situation (S), Task (T), Actions taken (A) and Results (R)), how you meet each of the essential experience qualifications associated with the position you are applying for. You must clearly indicate in writing the dates, duration and breadth of the experience and indicate when and where you obtained the experience. Please note that it is not sufficient to only state that the qualification is met or to provide a listing of current or past responsibilities. You must provide concrete examples, which illustrate how you meet each qualification. Failure to provide this information in the requested format will result in your application being rejected. Résumé may be used as a secondary source to validate the education and the experiences described in candidates’ answers to the pre-screening questions.

Duties

You will provide assistance to the information management team with tasks related to information retention and disposition such as transfer preparation, shredding and data entry.

You will update the File Management system and keep metadata up to date.

You will apply best practices concerning file and document management from creation to disposition such as creating files and safeguarding information resources of business value.

You will digitize files and maintain the relevant metadata.

You will ensure storage of physical files and records in accordance with the Policy on Government Security.

You will assist the information management team with the reception and shipping of information holdings as well as preparing shipments.

You will assist with customer service such as file retrieval requests.

You will provide support to the service desk and respond to requests.

Work environment

Come work for the federal government’s first independent regulatory body: The Canadian Transportation Agency (CTA).

An important mission: The Canadian Transportation Agency is a small organization with an important mission – to advance Canadians’ economic and social well-being by:

• Helping to keep the national transportation system running efficiently and smoothly;
• Protecting the fundamental right of persons with disabilities to accessible transportation;
• Providing consumer protection for air travelers.

A great place to work:
We are committed to creating a healthy and respectful workplace. Our small size encourages dialogue and collaboration – both between managers and employees, and through inter-branch networks and tiger teams. You will have the opportunity to get to know and collaborate with many colleagues across the Agency.

The Canadian Transportation Agency has a new workspace reflecting high standards of accessibility. We are located in the heart of Gatineau (60 Laval), with easy access to fitness facilities, public transportation and restaurants.

Due to operational needs, this position requires you to be in our Gatineau office, at 60 Laval Street, for up to 5 days a week.

Intent of the process

This process is to staff a determinate position. A pool of qualified candidates could be created to staff future positions with various tenures (indeterminate, determinate, deployment, acting, and assignment/secondment) with similar requirements, various language requirements and profiles and various security requirements.

Results of this staffing process may be used for similar positions in the Agency and other departments and agencies in the federal government. By applying to this process, you consent to your personal application-related information being shared with other government departments interested in staffing similar positions.

In support of achieving a diversified workforce, consideration may be given to candidates self-declaring as belonging to one of the following designated employment equity groups: Women, Aboriginal peoples, persons with disabilities and members of visible minorities.

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)

ESSENTIAL QUALIFICATIONS

EDUCATION:
A secondary school diploma or employer-approved alternatives.

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

Degree equivalency

ALL STREAMS – AS-01/AS-02

EXPERIENCE:
Experience in use and maintenance of information in physical or electronic file management systems.

Experience providing service to clients or the general public by telephone, in person or in writing.

Experience working in a team environment.

STREAM 2 ONLY – AS-02

EXPERIENCE:
Experience leading a project, a team or an initiative.

Experience providing advice and recommendations to clients or management.

Experience working in a records or Information Management environment.

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

Various language requirements
Bilingual imperative BBB/BBB
English Essential
French Essential

Official languages proficiency will not be assessed for entry to the pool. Candidates entered in the pool will have an opportunity for assessment of their official languages proficiency if and when they are considered for an appointment.

Information on language requirements

KNOWLEDGE
Knowledge of the Canadian Transportation Agency mandate and structure.

ABILITIES:
Ability to organize work, set priorities and meet deadlines.
Ability to analyze information, problem solve and provide recommendations.
Ability to communicate clearly and concisely, orally and in writing.
Ability to create and maintain documents using Microsoft Word and Excel.

PERSONAL SUITABILITY:
Effective interpersonal skills
Dependability
Thoroughness
Initiative
Judgment
Client service oriented

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

ASSETS QUALIFICATIONS

STREAM 2 ONLY – AS-02

EXPERIENCE:
Recent* experience in delivering information management activities.

NOTE:
*Recent experience is defined as the performance of duties within approximately the last 24 months.

ALL STREAMS – AS-01/AS-02

KNOWLEDGE:
Knowledge of legislation, policies and best practices related to information management within the federal government.
Knowledge of information management practices within the Government of Canada.

OPERATIONAL REQUIREMENTS:
Willing and able to work occasional overtime on a short notice.
Willing and able to lift and carry files and boxes weighing up to 15 kilograms.
Willing and able to work on-site up to 5 days a week.

Conditions of employment

Reliability Status security clearance

Secret security clearance - Some positions may require 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

A written examination may be administered.

An interview may be administered.

Reference checks may be sought.

Please ensure that your Personal Record Identifier (PRI) is included in your application (for internal candidates).

Please identify clearly your substantive group and level and your employment status on your resume and/or application form (for internal candidates).

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

VERY IMPORTANT NOTICE:

It is your responsibility, as an applicant, to clearly demonstrate how you meet each factor of the screening criteria (Experience) for all Essential and applicable Asset Qualifications and that adhere to the stipulated format.

The Asset Qualifications contained in the Statement of Merit Criteria may be used as a screening tool. Candidates must meet all of the essential qualifications to be appointed to a position. A candidate may be appointed to a position even though he/she does not meet any or all of the asset qualifications or operational requirements. However, meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed.

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, including users from outside the Public Service (some email systems block these types of email).

Indeterminate employees at the same group and level or equivalent could be considered for deployment. If no deployment is made, applicants from other groups and levels will be considered in the advertised appointment process (for internal candidates).

Results of this staffing process may be used for similar positions in the Agency and other departments and agencies in the federal government.

Pass marks will be established for each qualifications. However, achieving the pass mark is not a guarantee of an appointment or that candidates will be put through the next stages of the assessment process. Cut-off scores and/or top-down approach may be used at any stage of the staffing process if there are a sufficient number of candidates to meet anticipated staffing needs.

All of the information collected during the selection process, including behaviour and communication, from the time of application until the end of the process, may be used to evaluate candidates.

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.