Common Services Clerk and Consular Clerk

Embassy of Canada to the U.S.; Washington (District of Columbia); On-site; USD 61,000 - 72,000; Full time

Benefits offered by this job

Medical insurance

Dental care

Long-term disability

Retirement plan

Job summary

The Embassy of Canada to the United States is seeking to staff Common Services Clerk positions and anticipatory staffing for Consular Clerk positions. These roles provide clerical, administrative and operational support to ensure efficient delivery of Common Services, Consular and Readiness Program operations.

The Common Services Clerk handles reception, mail, security, procurement, finance and records management, while the Consular Clerk supports Canadian citizens abroad, handling enquiries and

Qualifications

• Associate’s degree or equivalent education, training, and/or experience.
• One year of office or reception experience can substitute a degree.
• Proof of education may be required.

Responsibilities

• Provide front-line reception and customer service for inquiries.
• Receive, process and distribute mail, courier shipments and correspondence.
• Support security, emergency management and visitor registration.
• Assist with procurement, finance, inventory, transportation and events.
• Provide consular client service in English and French when required.

Skills

Microsoft Office proficiency

Education

Associate’s degree

Experience in lieu of degree

Tools

Microsoft Office Suite

Job description

Common Services Clerk and Consular Clerk

Salary: 60,808.00 USD per annum and benefits

Contract Type: Indeterminate (Full-time)

Job Function: Administrative

Classification: LE - A1

Location: Embassy of Canada to the United States

Number of Vacancies: 2

Closing date for application: 3 September, 2026 at 23:59 UTC/GMT -4:00

SUMMARY OF DUTIES

The Embassy of Canada to the United Sates of America is seeking to staff Common Services Clerk positions and is also conducting anticipatory staffing for future Consular Clerk positions. These positions provide clerical, administrative and operational support to ensure the efficient delivery of Common Services, Consular and Readiness Program operations. This selection process may also be used to create a pool of qualified candidates to staff similar clerk-level positions (indeterminate, term or temporary) that may arise following this selection process.

The Common Services Clerk provides clerical, administrative and operational support, focused on areas such as reception, mail services, security, emergency management, procurement, finance, transportation, protocol, information management and general administration.

The Consular Clerk provides client service and administrative support to the Consular Program by assisting Canadian citizens abroad, responding to enquiries, maintaining records, and supporting the delivery of consular services in both official languages.

Under general supervision, the clerks provide a range of clerical, administrative and operational support services. Duties may include, but are not limited to:

• Providing front-line reception and customer service, including responding to telephone, email and in-person enquiries.
• Receiving, processing and distributing mail, courier shipments and diplomatic correspondence.
• Supporting security operations through visitor registration, access control, mail screening, patrols and special event support.
• Assisting with emergency preparedness and response activities, including planning, training, equipment inventories and record management.
• Preparing, processing and maintaining correspondence, reports, records, databases and filing systems.
• Entering and maintaining information in departmental financial, procurement, human resources and other business systems.
• Providing administrative support for procurement, finance, inventory management, transportation, protocol, events and other operational activities.
• Responding to client enquiries, maintaining accurate records and liaising with internal and external stakeholders.
• Providing consular client service in English and French through various communication channels, assessing client needs and escalating complex cases when required.
• Performing other related duties as assigned.

AREA OF SELECTION

This selection process is open to all applicants who are residing and legally authorized to work in USA, who meet all of the essential qualifications and whose applications are received by the closing date. Applicants must reside in the Washington, D.C. metropolitan area at the time of appointment.

Please note that the Embassy of Canada to the United States 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 other factor. 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

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.

Education

This position requires:

• An associate's degree from a legally recognized institution or an equivalent combination of education, training, and/or experience.*
• An equivalent combination of education, training, and/or experience refers to: one year of office or reception experience in lieu of educational degree.

Note: Candidates will be required to provide proof of their education

Language

The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels.

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

For Consular Clerk position only:

• An intermediate proficiency level (reading, writing, comprehension, and speaking) in French.

Experience

In order to perform the duties relevant to this job, the following experience is required.

• Experience providing clerical support and/or client service, including guiding customers, vendors, calls and/or visitors.

Competencies

All competencies will be assessed. All competencies must be met prior to appointment.

• Proficiency in Microsoft Office, including Word, Excel and Outlook
• Technical knowledge of office procedures and standard operating practices
• Thinking Things Through
• Written Communications
• Oral Interaction
• Working with Others and Horizontal Leadership
• Client orientation
• Organization and Coordination
• Focus on Quality and Details
• Judgement and Discretion
• Resilience and Adaptability

*For more information on competencies: Competency Dictionary

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 Spanish
• Relevant and recent experience working with the general public to provide front-line client service
• Experience in mail services
• Experience in security
• Experience in emergency management
• Experience with consular services
• Possess a valid driver's license
• Ability to communicate in French (for the Consular Clerk position, French is an Essential Qualification).

OPERATIONAL REQUIREMENTS

Operational requirements will be assessed on a ``meet/does not meet'' basis and can be used to determine right fit of a candidate for the position.

The following operational requirements apply to both the Common Services Clerk and Consular Clerk positions:

• Hours of work: Normal hours of work are 37.5 hours per week, in accordance with the Locally-Engaged Staff regulations. Depending on the position, specific work schedules or shifts may apply.
• The successful candidate must be willing and able to work overtime on short notice, on occasion and as required.
• Location of work: Work is performed on-site.

The following operational requirements apply to Common Services Clerk positions only:

• Must be able to work in an isolated area for long periods of time.
• Must be able to lift a minimum of 50 lbs.
• Must be able to walk and move around the interior and exterior unaided, stand for extended periods of time, push a mail cart, carry packages and security equipment, and perform other light office tasks.
• Must be able to safely and effectively perform security, reception and mailroom duties, including monitoring CCTV, X-ray imaging and computer systems; reading labels and documentation; checking security badges; monitoring access/entry points; responding to telephones, radios and alarms; and identifying visible, audible or olfactory indicators of safety hazards, with or without corrective or assistive devices.

The following operational requirements apply to Consular Clerk position only:

• Must be available to work 10:00-18:00 and 12:00-20:00 shifts on an alternating schedule, as operationally required.

CONDITIONS OF EMPLOYMENT

Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the employment period.

• 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.

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-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. The Embassy of Canada to the United States is 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 Embassy of Canada to the United States values diversity, equity and inclusion in our workforce