Government of Canada
Symbol of the Government of Canada

Government of Canada



  1. Home
  2. >
  3. Our Office
Job Ref:

Job Title:
Common Services Assistant - Extended to April 23, 2021

53,512.00 USD plus benefits

Vacancy type:

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



Chicago, United States

Closing date for applications:
23-04-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
The Consulate General of Canada in Chicago is hiring two (2) Common Services Assistants (CSA) to work with the Common Services team, to provide administrative support services in the following areas: finance, human resources, material management, procurement, contracting, property, and information management.

Duties include, but are not limited to: researching, compiling, inputting and maintaining data in the departmental records (such as Excel worksheets); reviewing, analyzing, and preparing requests for payment into the financial system; auditing and submitting claims received from internal clients; reviewing department’s budgets and accounts; providing a variety of administrative services in support of other teams; communicating with external clients; preparing written correspondence to clients; and Information Management.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

Administrative Assistant training from a recognized institution or an Associate’s diploma from a recognized college

Fluency in English (oral and written).
Fluency in French (oral and written). (We are hiring two (2) Common Services Assistants, only one of the two positions requires fluency in French).

·At least three (3) years of experience providing administrative support services to a diverse team in a professional environment.
·Experience preparing financial documents for payment, tracking budgets, and financial management systems including A/R, A/P, general accounting.
·Experience providing advice and guidance to clients in a front-line client service role.
·Experience with Microsoft Office Suite, including Word, Excel and Outlook.
·Experience at reception, managing incoming calls, switchboard, and visitors.

Rated Requirements

The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

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

•Sound judgement
•Effective time and priority management while maintaining attention to detail and quality of work
•Possess good supervisory skills including leadership, communication, critical thinking/problem solving;
•Ability to function independently and as part of a team
•Strong orientation to detail
•Demonstrated competency in computer software (MS Word, Excel, Outlook)

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 in their cover letter and CV.

- Working knowledge of French (note that French is an essential requirement for only one of the two available positions)
- Experience implementing diversity programs in a work setting
- Experience using SAP

Organizational Needs:

Operational Requirements:
Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.5 hours per week. Current operational hours are 8:30-4:30 with an unpaid 30 - minute lunch break from 12:00 to 12:30. The incumbent may be required to work overtime on an as-needed basis.

Condition(s) of Employment:
Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and Independent work authorization in the U.S. and status in accordance with the US protocol directives for foreign missions.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of the United States and who reside in the greater Chicagoland area or who are employees of any Canadian Mission in the United States, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Consulate General of Canada in Chicago, USA 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor.

Important Notes:
How to apply:
• Candidates are required to upload a cover letter and CV in English or French. Applications which do not include the requested documents or information in the CV or cover letter will be rejected. Any additional information must be included as part of these two attachments.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to so will result in the application being rejected.
• If you do not have access to a laptop or desktop computer, please email prior to the closing date.

Important Notes:
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French). Candidates are entitled to participate in the recruitment process in the official language of their choice and to indicate their preferred official language in their application.
• 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 who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Consulate General of Canada in Chicago, USA does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Consulate General of Canada in Chicago, USA which might arise in the 12 months following the completion of this recruitment process.
• 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.

Primary navigation