Administrative Assistant

Important messages

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.

The client organization will accept applications on-line only.

Successful candidate(s) must meet and maintain the Conditions of Employment throughout their employment.

All job applications must therefore be submitted through the Public Service Resourcing System. Following are some of the benefits associated with applying on-line:

- Applicants can create a profile and a resume that can be used when applying for other processes without having to recreate a new application each time.
- Applicants can modify their application/resume at any time.
- Applicants can verify the status of their applications, at any time.
- Applicants can be notified electronically of tests or interviews and results.
- For some jobs, applicants will find important information, namely the job questionnaire and a complete statement of merit criteria that are only available when applying on-line.

To submit an application on-line, please select the button "Apply Online" below.

Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users.

Candidates must meet all of the essential qualifications noted in the Statement of Merit Criteria 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.

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 the time of staffing. Candidates may be contacted and assessed against these criteria at any time during this process.

Assessment information:
- Written test(s) will be administered.
- Interviews will be conducted.
- Reference checks will be conducted.

Random selection* will be used to identify which applicants will be assessed in this appointment process. You will find more information about random selection at the bottom of this job advertisment.

PLEASE NOTE: For this selection process, our intention is to communicate with applicants by e-mail for screening/assessment purposes (including issuing screening results, and sending invitations for written tests and interviews).

If you do not fully complete the screening questions as instructed, you may be screened out.

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/

Please ensure that your information is updated and remains current in your PSRS Applicant Account.

Your application in this inventory will be active for 90 days. A notice that your application is about to expire will be posted to the My jobs menu of your account 21 days before the end of your active period. If you do not take action, your application will no longer be active and therefore no longer considered for this inventory. Should your application become inactive while the process is still open, a notice will be posted to your account indicating that your application has expired; you may select the link Update my Inventory Status to reaffirm your interest.

Intent of the process

This process may be used to establish a pool of partially or fully qualified candidates which may be used by Citizenship and Immigration Canada to staff similar positions with various linguistic profiles (English essential, Bilingual Imperative BBB/BBB, Bilingual Imperative CBC/CBC, Bilingual Imperative CCC/CCC, English or French essential), various security profiles (Reliability, Secret, Top Secret) and various tenures (such as Indeterminate, Specified Period.)

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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.

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

A secondary school diploma OR the employer-approved alternative*.

* The employer approved alternative is an acceptable combination of education and experience defined as follows:

Education: successful completion of two years of secondary school; AND
Experience: two years of recent** experience working in a field relevant to the position (such as administrative functions that include, but not limited to, preparing correspondence, data entry, research, filing).

**Recent is defined as within the last five years.

Degree equivalency

Experience providing administrative services to a team or a manager

Experience in providing logistical support for meetings

Experience using MS Office Suite (or equivalent)

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

Successful completion post-secondary educational program relevant to the position to be staffed.

Degree equivalency

Experience in making travel arrangements and processing expense claims in the public service.

Experience managing documents including tracking and monitoring and using a filing system in an office environment.

Experience in Human Resources Administration in the public service.

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

Various language requirements
English Essential
Bilingual Imperative: BBB/BBB, CBC/CBC, CCC/CCC

Information about second language evaluation is available on the Publis Service commission website: http://www.psc-cfp.gc.ca/ppc-cpp/sle-els/cand-info-cand-eng.htm

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

Knowledge of National Joint Council travel directive
Knowledge of Sections 32, 33 and 34 of the Financial Administration act

Ability to establish priorities and organize work in order to meet tight deadlines.
Ability to proofread and format documents .

Judgement / Analytical thinking
Initiative
Adaptability & Flexibility
Cooperation and collaboration
Values & Ethics
Effective interactive communication
Written Communication Skills
Reliability

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

Willingness and ability to work overtime, often on short notice

Conditions of employment

Reliability Status security clearance - OR
Secret security clearance

Note: Candidates must meet upon appointment and are responsible to maintain the above conditions of employment throughout their employment.

Other information

***Random selection***

Frequently asked questions

1. Some advertisements state that random selection may be used to identify which applicants will be assessed during the appointment process. What is random selection?

Random selection is a strategy that is sometimes used to manage applicant volume. It identifies a sub-sample of applicants by applying the element of chance at some point during the appointment process, using criteria identified by the hiring organization.

2. How is this sub-sample of applicants determined?

To determine the sub-sample of applicants, the hiring organization identifies the following:
.Criteria that qualified candidates must meet; and
.The number of candidates to be selected.

With the assistance of an electronic system that contains information on all applicants, candidates who meet these criteria are identified and the sub-sample is randomly selected from that group. The Public Service Resourcing System - the electronic system used to advertise, receive and select applications - performs the random selection function.

3. When would random selection be used?

Random selection may be suitable for use in appointment processes where a high volume of applicants are expected or have been received. Some examples include the following:
.There is a high labour market availability of candidates;
.There is a high ratio of promising candidates relative to the number of vacancies; or
.The process will staff entry-level positions that do not require specialized qualifications.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.