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Administrative Assistant (Common Services Assistant)

Embassy of Canada in the U.S.
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Summary of Duties:

The Consulate General of Canada in Seattle seeks a highly attentive experienced office assistant who will warmly greet visitors and clients upon arrival at reception and manage varied administrative requests to support front-facing operations.  

Under the direct supervision of the head of the corporate services section: 

 

1. Provide a variety of administrative support to the Consulate General of Canada in Seattle in areas such as: 

  • Reception
  • Material management
  • Contracting and Procurement
  • Accounting and Finance
  • Mail room and courier deliveries
  • Common Services program support

2. Provide consular support to the Consular program by offering: 

  • Engagement of clients professionally and politely
  • Emergency management and preparedness 

3. Provide fleet coordination and transportation services as required such as: 

  • Maintain official vehicle log
  • Arrange for routine vehicle maintenance servicing of official vehicles
  • On occasion, may transport authorized passengers in official vehicles 

 

Area of Selection:

You must be legally residing in the Seattle metropolitan area and authorized to work in the United States at the time of appointment. You must be able to work in-person in Seattle, WA.

The Consulate General of Canada in Seattle will not reimburse relocation costs under any circumstances.

Please note that the Consulate General of Canada in Seattle 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.

  • Minimum of three-year degree from an accredited college or university

OR

  • Acceptable combination of training and relevant work experience for a minimum of three years. 

 

Language:

  • An advanced proficiency level (writing and speaking) in English. 

 

Experience:

  • A minimum of 2 years of experience working in a government or corporate office providing administrative support;
  • Experience using MS Office Suite, e.g., Word, Excel, and Outlook as well as Internet research, emails and other systems;   
  • Experience working in a customer-facing 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.

 

Competencies:

  • Focus on quality and detail
  • Client Service Orientation
  • Resilience and Adaptability
  • Organization and Coordination
  • Working with others 

 

Abilities:

  • Ability to communicate effectively in English (orally)
  • Ability to communicate effectively in English (in writing)
  • Ability to follow administrative procedures
  • Ability to think things through and use sound judgement
  • Ability to use technologies (e.g. MS Office Suite)
  • Ability to research, compile, collate and analyze information 

 

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.

  • Ability to communicate in French (orally);
  • Ability to communicate in French (in writing);
  • Experience working in an Embassy or Consulate or other international organization or company;
  • Experience in handling sensitive and or/confidential information.

 

Operational Requirements:

  • Hours of work: This is a full-time position, with a schedule of 37.5 hours per week, Monday to Friday. The employee must be willing and able to work occasional overtime on evening and weekends, as required.
  • Location of work: Work is normally performed on-site at the Consulate General of Canada in downtown Seattle.
  • Travel Requirements: This position requires limited occasional travel domestically and internationally, alone or with colleagues. Must hold valid passport and have ability to travel domestically and internationally.
  • The employee must be willing and able to operate motor vehicle to execute occasional transportation requests. Must hold valid U.S. driver’s license. 
  • Holidays: Since we are a Canadian diplomatic office, we observe a combination of U.S. and Canadian statutory holidays, which means you will be required to work on certain U.S. holidays. 

 

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.

- Other conditions of employment:

  • Must hold valid passport 
  • Must hold valid U.S. driver’s license. 

 

Special Request from Mission / Additional Comments:

We may check the references of all candidates who have passed assessments as part of this recruitment process. Therefore, if we contact your references, it does not mean that you will be offered the position. 

Recruitment for this position - from the announcement of the position to the successful candidate's entry into office - can be a lengthy process (three months or more).   

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca)

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. Canada’s strength is diversity and it has played a key role in Canada’s history and development.  Because of this, the Consulate General of Canada in Seattle values diversity, equity and inclusion in our workforce.

 

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.
  • 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 Seattle 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 Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will 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 Seattle 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.