Administrative Assistant

Important messages

The National Energy Board (NEB) is an independent federal regulator of several parts of Canada’s energy industry. It regulates pipelines, energy development and trade in the public interest with safety as its primary concern. The Minister of Natural Resources is responsible for this organization. The NEB was established by Parliament to regulate, among other things, the construction, operation and abandonment of pipelines that cross provincial or international borders, international power lines and designated interprovincial power lines, imports of natural gas and exports of crude oil, natural gas liquids, natural gas, refined petroleum products, and electricity, and oil and gas exploration and production activities in certain areas. The NEB is also charged with providing timely, accurate and objective information and advice on energy matters. Headquartered in Calgary, Alberta with regional offices in Montréal, Vancouver and Yellowknife, the NEB has approximately 500 employees and annual budget of over $70 million.

The NEB is recognized as one of Canada's Top 100 Employers in a national competition to determine which employers lead their industries in offering exceptional workplaces for their employees.

Duties

Reporting to the Director, but under the functional direction of the Business Unit Administrator, the Administrative Assistant provides necessary administrative support services to the Director and Team Members, both individually and collectively. In this capacity the Administrative Assistant supports and coordinates team meetings, participates in discussions and decisions, may prepare budget information, makes travel arrangements, maintains a schedule for team leave plans, and manages an effective office providing administrative and secretarial support.

Intent of the process

A pool of candidates may be created. Qualified candidates may be used to staff other similar positions at an equivalent or lower level on a term, indeterminate or acting basis. Appointment of qualified candidates will be based on the assessment results of the essential or essential and asset qualifications and with regard to breadth and depth of experience.

Positions to be filled: 1

Information you must provide

Your résumé.

A covering letter in 1,000 words (maximum)

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Successful completion of secondary school.

Degree equivalency

E1 Recent* experience** in providing a range of administrative support services such as:
Planning, scheduling and organizing meetings, recording decision items and following up; Managing an electronic calendar; Developing meeting agendas; Preparing travel arrangements and expense reports.

E2 Experience** working in Windows environment with Microsoft Suite Applications (Word, Excel, Powerpoint, Outlook).

E3 Recent* experience** in dealing effectively with internal clients from a variety of organizational levels and external clients.

*Recent is defined as experience obtained within the last five years
**Experience: cumulative for a period of one year

The following will be applied / assessed at a later date (essential for the job)

English essential

Information on language requirements

Organization-wide and Business Competencies:

OC1 Leadership and Teamwork
Proficiency level: Learn/Apply
• Establishes effective working relationships

OC2 Accountability & Results Orientation:
Proficiency level: Learn/Apply
• Seeks appropriate guidance or confirmation before making decisions where ambiguity exists.
• Makes commitments that can be fulfilled, accepts responsibility and delivers on assigned tasks.
• Pro-actively identifies potential problems and vulnerabilities, and considers risks in decision making and action.

OC3 Process & Project Management:
Proficiency level: Learn
• Organizes, prioritizes and schedules assigned work

OC4 Oral Communication:
Proficiency level: Learn
• Verbally communicates clearly, concisely, and effectively with co-workers and clients.

OC5 Written Communication:
Proficiency level: Learn
• Communicates clearly, concisely, and effectively with co-workers and clients in writing.

Technical Competencies:

TC1 Business Administration and Client Services:
Proficiency level: Apply
• Prioritizes and co-ordinates activities in order to provide seamless service.
• Uses judgment and “thinks on one’s feet” in multi-tasking situations.

Competency Level Definitions

Learn is defined as developing a basic knowledge of the competency and ability to apply.
Apply is defined as demonstrating sound understanding of the competency and ability to apply and contribute.

The following may be applied / assessed at a later date (may be needed for the job)

AQ1 Education: Post-secondary (i.e. not high school courses) in administrative assistant/office management or secretarial programs.

Degree equivalency

AQ2 Recent moderate experience in providing executive administrative services (including activity and agenda management) to a senior manager or managers and or a team.

AQ3 Recent moderate experience in financial services (including processing invoices, reconciling expenses, using a financial system).

AQ4 Experience in an Office Manager role; accountable for several different functions to ensure the full administrative operations of a small office.

AQ5 Knowledge of Access to Information and Privacy Acts, National Joint Council directives and Treasury Board of Canada Secretariat policies.

Conditions of employment

Conditions of Employment

1) Willingness to undergo, successfully pass and maintain a reliability status security clearance. Some positions may require a secret security clearance, which future incumbents will be required to undergo, successfully pass and maintain.
2) Compliance with the National Energy Board’s Code of Conduct is required.
Note: It is strongly recommended that potential applicants read and consider the NEB’s Code of Conduct prior to applying. This document is available on the NEB Website http://www.neb-one.gc.ca/code-of-conduct.
3) Must be willing and able to travel and to work overtime when required.
4) Must be willing to move within and between business units and teams, based on operational requirements and/or as individual development needs are identified.

Other information

1. The National Energy Board has a classification system that differs from the greater public service. This NEB-04 position is similar to an AS-01 in terms of salary range only. The benefits offered, including relocation assistance, may be significantly different than those offered in the greater public service. This position is subject to NEB’s Professional Institute of the Public Service of Canada Collective Agreement

2. Application Requirements: Applicants must submit, by the closing date, a resume and cover letter clearly demonstrating how they meet the essential qualifications of education and experience. Applicants are strongly encouraged to demonstrate how they also meet the asset qualifications. Failure to provide sufficient information will result in applicants being screened out.

PLEASE NOTE: Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users. Our intention is to communicate with applicants by e mail for assessment purposes including, sending invitations for written tests, interviews and issuing selection process results.

3. Assessment: You may be assessed using one or more of the following tools: written examination, oral presentation, interview(s), reference checks and interactions with internal staff during the process and personal knowledge. Top down selection may be used during any stage of the selection process.

4. Appointment Requirements: Candidates must meet each essential qualification and the conditions of employment to be appointed to the position. A person may be appointed to the position even though he/she does not meet any or all of the asset qualifications, organizational needs or operational requirements; however, meeting these criteria is desirable and may be a deciding factor in choosing right fit for appointment.

5. Salary: Effective 01/11/2013, NEB-04, $40,797 to $49,630 (under review)
The National Energy Board has the following forms of additional compensation that are separate from base salary, the eligibility for which is determined, in accordance with the provisions in the collective agreement or terms and conditions of employment for the duration period specified:
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)
• The Collective Agreement between the NEB and PIPSC expired on 1 November 2014. Please note that in the absence of a new Collective Agreement, all provisions – including the allowances remain in place until a new agreement has been signed.

6. Terms of Employment: This position has been allocated and apply to the bargaining unit represented by the NEB Professional Institute of the Public Service of Canada.

7. Proof of Education: Proof of education is required prior to appointment. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. Please contact the Canadian Information Centre for International Credentials (CICIC) for more information www.cicic.ca.
Equivalencies granted by the Canadian provincial authorities with respect to Applied (Bachelor's) Degrees by colleges and technical institutes (i.e. in Ontario, British-Columbia, Alberta & Manitoba) must always be accepted as equivalent to Bachelor Degrees granted by universities in the provinces concerned.

8. Organization Future Needs: The National Energy Board is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: Women, Aboriginal Persons, Visible Minorities and Persons with Disability.

9. Regional Office Location – Vancouver, BC: 800 Burrard Street, Room 210

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.