Administrative/Clerical Inventory- Western Region

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.

Candidates MUST meet all the ESSENTIAL QUALIFICATIONS ("essential for the job") listed below (and in the Statement of Merit Criteria) to qualify for this pool.

ALL INFORMATION MUST BE PROVIDED ON-LINE. DO NOT E-MAIL, FAX OR MAIL IN HARD COPY DOCUMENTS AS THESE WILL NOT BE ACCEPTED.

Duties

Stream 1: Administrative Assistant positions
Someone in an Administrative Assistant role typically:
1. Manages the assigned manager's personal calendar and schedule of meetings, events, and priority actions
2. Coordinates a variety of administrative support services for the unit (including, but not limited to, reception, mail, faxes, priority post/courier services, various methods of procurement of supplies and services, etc)
3. Co-ordinates individual and group travel arrangements, prepares correspondence and reports, and transmits sensitive information on behalf of the manager
4. Plans and manages the logistics and the financial planning related to management meetings, conferences and workshops, issues notification to participants, prepares agenda and compiles materials and background information
5. Provides liaison, assistance and coordinates the document flow for the unit in Human Resources and Finance processes and guidelines, processes receipts and invoices for Section 34 approval, etc.
6. Recording and distributing meeting minutes.
7. Other duties as assigned.

Stream 2: Various clerical/administrative positions
Positions include Records Classifier, Information Management Support, Receptionist, etc. Someone in a Stream 2 position typically:
1. Inputs, maintains and manipulates database system
2. Verifies information
3. Responds to inquiries and provides information to clients
4. Processes mail
5. Answers information requests over the telephone and from visitors and staff and refers them to the appropriate units or people.
6. Files, classifies, codes, indexes, dispatches, checks and modifies the profiles of all paper and electronic files and records under Information Management’s responsibility.
7. Other duties as assigned.

Work environment

Public Services and Procurement Canada is recruiting dynamic team players interested in a career in Administrative Support (CR-04 level) for possible future vacancies in Edmonton, Calgary, Regina, Saskatoon, Winnipeg, or Yellowknife.

*NOTE*: This PSPC Pool is just one recruitment option that hiring managers may use for recruitment. Other types of vacancies may still be posted on www.canada.ca; candidates should check for other posted vacancies on a regular basis.

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.

As an organization, PSPC strives to give all its employees opportunities to achieve organizational, professional and personal goals in a respectful and inclusive workplace, mobilized and supported by leadership at all levels. For more information on PSPC's People Management Philosophy and Our Commitments please see the following link: http://www.tpsgc-pwgsc.gc.ca/apropos-about/pe-pc-eng.html

Intent of the process

PSPC will create and manage a pool of qualified candidates which may be used to fill various administrative support positions in Western Region, including: Edmonton, Calgary, Regina, Saskatoon, Winnipeg, or Yellowknife.

Depending on the needs of the organization, candidates may be randomly selected from the inventory for assessment purposes. This process may be used to establish a pool of partially or fully qualified candidates which may be used by PSPC to staff positions with various linguistic profiles, various security profiles and various tenures such as (indeterminate, term and casual position, part-time and full-time).

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)

Education:
Secondary School diploma or Employer-Approved Alternatives*

* Employer-approved Alternatives to a Secondary School Diploma: 1.a satisfactory score on the PSC test approved as an alternative to a secondary school diploma; or 2.an acceptable combination of education, training and/or experience.

Degree equivalency

Experience:
- Experience working with MS Word and Outlook

- Experience providing service to clients or customers by telephone, in person, or in writing

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

Various language requirements

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

- Experience working with Excel (*Note: essential ONLY for “Stream 1-Administrative Assistant” positions)- See "Duties"

Competencies:
- Thinking Things Through - Innovating Through Analysis and Ideas
- Engagement – Working Effectively with People, Organizations, Partners
- Excellence Through Results – Delivering Through own Work, Relationship, and Responsibilities
- Values and Ethics – Serving Through Integrity and Respect
- Client Service Level 1
*Key Competencies:
http://www.tbs-sct.gc.ca/psm-fpfm/learning-apprentissage/pdps-ppfp/klc-ccl/eff-eng.asp#employee

Abilities:
- Ability to perform general clerical and administrative functions
- Ability to communicate effectively orally and in writing
- Attention to detail

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

ASSET Education:
- Post-secondary diploma in a related field of study such as Office Administration, Business Administration
- Graduation with a degree from a recognized post-secondary institution with acceptable specialization in Human Resources management OR with a specialization relevant to the work to be performed

Degree equivalency

ASSET Experience:
- Experience working with budgets
- Experience in financial tracking of budgets, and/or expenditures (including using spreadsheet software)
- Experience using a financial management system such as SIGMA/SAPP
- Experience using a learning management system such as SABA
- Experience providing administrative support services to a team or manager
- Experience providing mailroom support services such as pick up and delivery, sorting of mail or messenger services
- Experience providing record management services such as indexing, cross-referencing, filing, retrieving, retention, archiving or destroying data
- Experience providing support in procurement activities
- Experience verifying and processing travel claims and invoices
- Experience coordinating the agenda of other persons using an electronic scheduler
- Experience providing reception services including responding to enquiries, greeting and directing visitors
- Experience providing administrative support services such as typing, keyboarding, photocopying or filing
- Experience entering data into a computerized system
- Experience in recording and distributing meeting minutes
- Experience using computerized payroll
- Experience working in a stockroom (receiving and shipping)

- Hiring managers using this inventory may add other asset qualifications (knowledge, abilities, competencies, personal suitabilities) relevant to the work to be performed

Other Organizational Needs:
- Public Service and Procurement Canada is committed to establishing and maintaining a representative workforce. This organizational need may be identified as part of the appointment decision. In such cases, qualified candidates who self-declare as members of a visible minority group, Aboriginal peoples, persons with disabilities or women (in non-traditional occupations) would be considered.

Operational Requirements
Some positions may require:
- Willingness and ability to work overtime as required
- Willingness and ability to travel, as required
- Willingness and ability to lift up to 25 kg, as required
- Willingness and ability to possess and maintain a valid driver's licence or mobility, usually associated with having a driver's licence, as required
- Other requirements may apply, depending on the position being staffed

Conditions of employment

Reliability Status security clearance - Various security clearances, depending on the position being staffed: Reliability, Secret, Top Secret.

Other information

All job applications must be submitted ONLY ONLINE through the Public Service Resourcing System. Persons with disabilities who cannot apply online are asked to contact 1-800-645-5605.

We will communicate with applicants by e-mail. It is your responsibility to check your e-mails regularly to ensure that you do not miss out on any opportunities. Failure to respond in the prescribed timeframe will result in your application not being referred to the hiring manager. The applicant shall ensure that the e-mail address provided is valid and make sure this address is functional at all times and accepts messages from unknown users.

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 and some using a combination of standardized and/or custom tools according to the needs of the position to be filled.

**IMPORTANT**: The application of the Asset Qualifications ("other qualifications"/"may be needed for the job") listed below, random selection, or top down selection may be used in the determination of the candidates who will be invited to any of the assessment steps in this process.

A written exam may be administered.

Interviews will be conducted.

Reference checks will be conducted.

Any of the following standardized tests may be used as part of the assessment
- General Competency Test Level 1 (GCT1 - 207)
- Office Skills Test (OST - 200)
- Grammar, Spelling and Punctuation Test (GSPAT - 120)

For candidate information and sample test questions, you can visit: http://www.psc-cfp.gc.ca/ppc-cpp/psc-tests-cfp/tst-by-par-lvl-nivo-eng.htm Note: Hiring organizations may use cut-off scores higher than the minimum pass marks.

*IMPORTANT*: If you already have valid results for these tests, please ensure that you have a copy of your results and be prepared to send them when requested. Information on how to obtain your previous results is available on the following website: http://www.psc-cfp.gc.ca/ppc-cpp/test-examen-result/tst-rslt-examn-eng.htm (Expect a 5 day turnaround time)

***NOTE***: NO alternate dates for tests/interviews will be offered unless there are extenuating circumstances and with supporting evidence.

Candidates from outside the Federal Public Service will be required to pay for their own travel expenses for various phases of testing/assessment.

Proof of citizenship will be requested if you are considered for a position.

Proof of education may be requested if you are considered for a position.
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/

Public service employees found qualified in this process may be considered for acting, assignment, deployment or secondment.

The use of the masculine gender was adopted in this document to facilitate the reading and has no discriminatory intent.

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.