Administrative Assistant positions at Public Safety Canada

Administrative Assistant positions at Public Safety Canada

Reference number : PSP23J-024094-000012

Selection process number : 2023-PSP-EA-COLL-184087 Public Safety Canada

Ottawa (Ontario)

AS-01

$60,424 to $67,582

For further information on the organization, please visit

Closing date : 18 October 2024 - 23 : 59, Pacific Time

Who can apply : Persons residing in Canada, and Canadian citizens and Permanent residents abroad who self-declare as members of the following Employment Equity designated groups : Aboriginal peoples, persons with disabilities, visible minorities or women.

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. A random selection will be used to pull candidates from the inventory for further assessment.

Any application submitted will stay active in the inventory (assuming it meets the essential screening criteria) for 60 days.

At the end of that period, you will need to refresh your application to ensure it stays active in the inventory. 20 days prior to the end of the 60 day period, you will receive a notice to your PSRS profile instructing you that your application will expire unless it is refreshed.

Since management may decide to view job applications at any time, it is best to submit your application as soon as possible.

VERY IMPORTANT NOTE

It is the responsibility of the candidate to clearly outline that they meet each of the screening criteria (i.e. 𝗘𝗱𝘂𝗰𝗮𝘁𝗶𝗼𝗻 𝗮𝗻𝗱 𝗘𝘅𝗽𝗲𝗿𝗶𝗲𝗻𝗰𝗲 𝗤𝘂𝗮𝗹𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻𝘀, 𝗯𝗼𝘁𝗵 𝗘𝘀𝘀𝗲𝗻𝘁𝗶𝗮𝗹 𝗮𝗻𝗱 𝗔𝘀𝘀𝗲𝘁𝘀).

Please note that it is not sufficient to only state that the requirement is met or to provide a listing of current responsibilities, rather the candidate must provide concrete examples that illustrate how they meet the requirement.

Failure to do so could result in the application being rejected from the process. Please see the following example of a screened out vs. screened in response.

𝗘𝗫𝗔𝗠𝗣𝗟𝗘 𝗖𝗥𝗜𝗧𝗘𝗥𝗜𝗔 : Experience using various computer software.

𝗦𝗖𝗥𝗘𝗘𝗡𝗘𝗗 𝗢𝗨𝗧 : Yes, I have experience using the Microsoft Suite. See my résumé.

𝗦𝗖𝗥𝗘𝗘𝗡𝗘𝗗 𝗜𝗡 : I have over 14 years of experience working with MS Office Suite software : Outlook, Word, Power Point, and Excel.

During my college education as a Legal Administrative Assistant it was imperative that I maintain over an 80% average in all MS Office programs, and I maintained over a 95% average in all programs.

During my work experience as a Position A, Position B, and Position C, I used MS Word daily to draft various documents, letters, and memos to staff members and clientele.

I used MS Excel daily to update all product orders to clients within the industry, and maintained an accurate parts inventory.

In Position C at Company X, I used Excel create a budget spreadsheet, track expenses and create monthly summary reports and graphs.

In all the previously listed positions, I used MS Outlook daily to write emails, and send documents to staff members, clientele, and taxpayers in addition to the calendar function to schedule internal and external meetings, organizing my tasks, etc.

As a Position D with Company Y, I use MS word to create posters, flyers, questionnaires, and invitations to clientele and team members.

I use MS Excel to create and maintain an accurate accounting system for accounts payables, receivables, incomes, and expenses.

The screening questions will be used as the primary tool in the screening process. The résumé may be used to substantiate the information provided.

The board members cannot make any assumptions about the candidate's experience and will not contact candidates for additional, or potentially missing information.

Please carefully read the "𝗢𝘁𝗵𝗲𝗿 𝗜𝗻𝗳𝗼𝗿𝗺𝗮𝘁𝗶𝗼𝗻" section of this advertisement as there is important information regarding your application.

Work environment

About Public Safety Canada :

Are you looking for a career where you can make a difference in people’s lives? Do you want to contribute to creating tangible results?

If so, Public Safety Canada may be the place for you!

At Public Safety, we embrace a greater diversity of voices and perspectives and make sure everyone’s contributions are valued and included.

Public Safety coordinates an integrated approach to emergency management, law enforcement, corrections, crime prevention and national and border security.

We exercise national leadership in building a safe and resilient Canada. Our success lies with a dynamic workforce that strives for excellence and innovation.

The way we do our work is just as important as the work we do.

Diversity Count yourself in!

Public Safety Canada would like its workforce to be reflective of the population it serves. As a result, only those applicants who indicate on their application that they are a member of one of these groups will be considered in this process.

Diversity and inclusion have always been at the core of our values. Diverse teams brings wide perspectives and creative ideas that benefit our clients, the communities we serve and all of us as colleagues.

Be part of Public Safety that represents and includes the diverse identities, cultures, perspectives and experiences that make up Canada!

Come to work in an environment that offers many challenges with the opportunity to work on high profile issues!

Intent of the process

The intent of this inventory is to staff indeterminate position(s) at Public Safety Canada.

Applications from this inventory will randomly be pulled and assessed to create various cohorts throughout the year. Candidates chosen for each cohort will have the opportunity to receive various trainings to help them master their role as Administrative Assistant.

Screening for the first cohort will begin on November 1st, 2023. If you would like to be considered for the first cohort, please ensure that your application is submitted before this date.

Did you miss the deadline? Don't worry!! Applicants will be pulled and assessed throughout the year to be a part of future cohorts.

A pool of qualified candidates may be created from this process to fill identical or similar positions with varying employment status, security level or linguistic profiles and / or requirements.

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)

EDUCATION :

A secondary school diploma or employer-approved alternative.

Note :

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.

If you were educated outside of Canada, you must have your certificates and / or diplomas assessed against Canadian education standards.

Click on the link below to contact the Canadian Information Centre for International Credentials (CICIC).

EXPERIENCE :

EXP1 - Experience providing customer service.

EXP2 - Experience using word processing and spreadsheet software (ex. MS Word and MS Excel or Google Docs and Google Sheets).

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

Bilingual - Imperative (BBB / BBB)

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 :

COMPETENCIES :

1. Integrity and Respect

2. Collaboration and Network Building

3. Adaptability

4. Initiative

5. Planning and Organizing

6. Oral Communication

7. Written Communication

OPERATIONAL REQUIREMENTS :

• Ability and willingness to work overtime on short notice.
• Ability and willingness to work flexible hours.

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

ASSET EXPERIENCE :

AEXP1 - Experience in records keeping or in information management.

AEXP2 - Experience in providing administrative support services to management.

ORGANIZATIONAL NEEDS :

Public Safety Canada is committed to maintaining a representative workforce reflective of Canadian society. In support of achieving a diversified workforce and our employment equity goals, qualified candidates who self-declare in a staffing process as members of Aboriginal peoples, persons with disabilities, visible minorities and / or women may be selected for appointment to fulfill organizational needs.

Conditions of employment

Security Requirement (various) : Reliability Status, Secret or Top Secret Clearance

Other information

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you require special accommodation at any stage in the selection process, including technical aid to ensure an equitable assessment of your qualifications, please inform as soon as possible.

All information received in relation to accommodation will be kept confidential.

Persons are entitled to participate in the appointment process in the official language of their choice.

The assessment board will assess qualifications using pre-recorded video interviews.

All candidates who do not have valid SLE results will have their second official language assessed to be considered for bilingual positions.

Your responses to screening questions will be used to assess the ability to communicate effectively in writing.

Our intention is to communicate with candidates via email. Candidates should check their emails regularly, as there may be new communications regarding this process.

Candidates must include a valid email address, and make sure that this address is functional and accepts messages from unknown users.

Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

Other qualifications may be taken into consideration in the selection decision.

Please note that assessments will only be rescheduled under exceptional circumstances (proof required).

PS is a proud early adopter organization of the Government of Canada (GC) Workplace Accessibility Passport, a digital solution available to employees, managers, and corporate stakeholders, across all federal public service organizations.

The Office of Public Service Accessibility is applying a tell us once’ approach, with respect to workplace accessibility : that is, for employees to only have to identify their support needs once, and document an agreement with their manager using the GC Workplace Accessibility Passport.