Common Services Assistant

Summary of Duties:

The Consulate General of Canada in Chicago is hiring a Common Services Assistant (CSA). The Common Services Assistant (CSA) provides administrative support services in the following areas: finance, human resources, materiel management, procurement, contracting, property and facilities management. Duties include, but are not limited to:

- providing front-line client service (receptionist services, switchboard operation and upholding security access policy);
- financial support services (preparing expense claims and invoices for payment, tracking expenses via spreadsheet, receiving and recording revenues, etc.);
- HR support services (preparing documents for hiring competitions, preparing and processing new hire paperwork, reviewing and auditing HR requests in HR management system, etc.);
- maintaining office equipment and office supply stock, ordering supplies and equipment as needed;
- responding to service requests from clients, including property/facility requests and basic IT queries;
- managing the mission's central filing system; and
- other duties as required.

Area of Selection:

This selection process is open to applicants legally residing in the United States at the time of appointment. Candidates must be legally authorized to work in the United States. Successful candidates must be a resident of the Chicagoland Metro area at time of hire and during employment.

Please note that the Consulate General of Canada in Chicago does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada's missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process.

Education:

Candidates will be required to provide proof of the completion of their education.

Associate degree from an accredited college, or completion of a certificate program for administrative assistants

OR

An acceptable combination of relevant experience, education, and training related to the duties and specific areas of competence required by theposition.

Language:

• An advanced proficiency level of English (oral and written)
• An intermediate proficiency level of French (oral and written).

Experience:

• At least two (2) years of experience providing administrative support services to a diverse team in a professional environment.
• ExperiencewithMicrosoftOfficeSuite,includingWord,Exceland Outlook.
• Experience providing advice and guidance to clients in a front-line client service role.

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• Knowledge of general administrative principles, including but not limited to, information management principles, office organizational procedures, generally accepted meeting, email & phone etiquette
• Knowledge of and proficiency in computer software and systems, including Microsoft Office Suit
• Knowledge of budget management procedures

Competencies:

• Sound judgement
• Strong orientation to detail
• Strong organizational skills
• Manage multiple competing demands, organize time, and work effectively to meet deadlines

Abilities:

• Communicate effectively in English and French, both orally and in writing
• Provide excellent client service

Asset Qualifications:

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

• Experience with Human Resources, on boarding
• Experience with diversity programs in a work setting
• Experience using SAP, ABRA, or other HRMS programs
• Knowledge of property and material management procedures

Operational Requirements:

Hours of work:Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. The successful candidate must be willing to work overtime on occasion and when required.

Location of work:Work is normally performed on-site with some flexibility for teleworking up to two days per week.

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

- Valid work authorization:Ability to obtain and hold a valid work authorization covering the entire employment period.

- Security screening:Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

Special Request from Mission / Additional Comments:

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long termdisabilityandaretirementsavingsplan.Pleasefindasummaryofour benefitspackageandinformation onemployment eligibilityat:Hybrid work location (see details under Operational Requirements)

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English and French.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.
• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Consulate General of Canada in Chicago does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the is suspended as of June 20, 2022. TheGovernment of Canadawill continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• 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 contact us at LES-E-Recruitment-WSHDC@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Consulate General of Canada in Chicago which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.