Job Description

Common Services Clerk/Receptionist

Contract Term: Indeterminate – Initial Appointment

Term Details: This position is a Locally Engaged Staff (LES) position, subject to the Terms and Conditions of Employment for LES in the United States.

Mission: Consulate General of Canada in Minneapolis, Minnesota, United States
Number of Vacancies: 1

Schedule: Full Time

Job Category: Common Services

Level: Administrative

Classification: Common Services Clerk LE-A1

Salary: Trade Program Assistant LE-A2: $53,340 USD plus benefits

Location: Minneapolis, Minnesota, United States

Close date: January 17, 2025 by 11:59 pm. Central Time

Language(s) of the interview: English

Summary of Duties:

The Consulate General of Canada in Minneapolis is hiring Common Services Clerk (CSC) to provide administrative, operational and emergency management support services in the following areas: Reception, Program Support, Operations and Emergency Management.

Under the supervision of the Head of Mission Operations (HMO):

Reception:

• Provides front-line support to the Consulate;
• Delivers customer service and reception services, including receiving phone calls and welcoming visitors;
• Escorts personnel, visitors, or contractors in accordance with security policy.

Program Support:

• Prepares material such as routine reports, internet research, letters, charts and tables for the Common Services section; handles documents such as making photocopies, binding, filing, shredding, data entry, etc., and obtains routine approvals and signatures as per established processes and procedures;
• Provides data entry and budget tracking for invoice payment/reconciliation for the Common Services section;
• Provides basic screening of Consular clients at reception

Operations Support (Common Services):

• Maintains Common area spaces including but not limited to the lobby and the kitchen;
• Provides mail services, including shipping, receiving, distribution, and diplomatic courier;
• Maintains the Consulate fleet and Outlook booking calendar which is managed by the Common Services section and reconciles local travel claims;
• Maintains inventory management system;
• Supervises local contractors as needed.

Emergency Management:

• Provides administrative and organizational support to develop, coordinate and deliver security and emergency management to the Consulate;
• Participates in emergency management planning, training and exercises

Area of Selection:

Open to internal and external applicants who are legal residents or citizens of the United States including employees of any Canadian mission in the United States, as well as spouse and dependents of Canada-based staff (CBS) at Consulate General of Canada, Minneapolis; who reside in the metropolitan area of the Twin Cities , who meet all the essential requirements stated below and whose applications are received by the closing date.

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

Please note that the Consulate General of Canada in Minneapolis 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.

• A diploma, degree, or associates degree from an accredited institute of higher learning (post secondary);

OR

• equivalent combination of education and experience.

Language:

• Advanced proficiency in English (reading, oral, and written)

Experience:

• Relevant work experience in administration, finance and/or operations in a public, private or international organization.
• Relevant experience working with the general public to provide front-line client services.

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 standard office practices and procedures.

Competencies:

• Client orientation
• Judgement and Discretion
• Resilience and Adaptability
• Organization and Coordination
• Focus on quality and Details

Abilities:

• Communicate effectively in English, both orally and in writing
• Maintain composure when dealing with unpredictable, unusual situations or difficult clients and handle with discretion
• Properly assess situations that involve a security or safety issue

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.

• Knowledge of the Microsoft Office Suite
• Experience in Emergency Management
• Knowledge of basic vehicle maintenance (e.g., understanding of routine service maintenance)
• Ability to communicate in French

Operational Requirements:

• Hours of work: Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations is 37.50 hours per week. The successful candidate must be willing to work overtime on short notice on occasion and when required.
• Location of work: Work is performed on-site in the Consulate General of Canada’s office in downtown Minneapolis, Monday through Friday 8 am – 4 pm.
• Travel Requirements: This position may require occasional travel throughout the territory covered by the Consulate General of Canada, Minneapolis as well as to Canada and/or missions throughout the USA;
• Must be able to operate motor vehicle and possess a valid, local driver’s license.
• Must be able to work in an isolated area for long periods of time.
• Must be able to lift a minimum of 50 lbs.
• Position requires operations maintenance in support of the Common Services program which may include moving or helping to move office items or vehicle equipment such as tires, hanging pictures, maintaining a clean, tidy kitchen including loading/running/unloading the dishwasher and other light maintenance tasks.

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:

Candidates will receive 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)

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 Minneapolis 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 Minneapolis 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.

Job Type: Full-time

Pay: $53,340.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Language:

• English (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person

Job Tags

Full time, Contract work, Part time, For contractors, Work experience placement, Local area, Relocation, Shift work, Weekend work, Monday to Friday,

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