Administrative Assistant - Anticipatory

Important messages

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 use the Contact information below to request special accommodation. All information received in relation to accommodation will be kept confidential.

Information on accommodation for persons with disabilities

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, permanent 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: Number to be determined

Information you must provide

Your résumé.

A covering letter in 1,100 words (maximum)

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

Education: Successful completion of secondary school.

Degree equivalency

Experience:

E1 Recent experience* in dealing effectively with internal clients from a variety of organizational levels and external clients.

E2 Recent experience* in general office procedures and providing administrative services (such as preparing agendas, booking travel and conference and training registration).

E3 Recent experience* working in Windows environment with Microsoft Suite Applications (such as Word, Excel, Powerpoint, Outlook).

*Recent experience is defined as experience obtained within the last two years for a minimum of approximately 4 months.

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 & Teamwork
Proficiency Level: Learn/Apply
• Establishes good working relationships with team members and with colleagues in other teams.

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.
• Recognizes basic situations or issues requiring solutions.

OC3 Initiative & Adaptability to Change
Proficiency: Learn/Apply
• Is receptive to new ideas and provides suggestions for change.

OC4 Process & Project Management:
Proficiency level: Learn
• Organizes, prioritizes and schedules assigned work.

OC5 Oral Communication:
Proficiency level: Learn
• Verbally communicates clearly, concisely, and effectively with co-workers and clients.

OC6 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-task 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.
Guide is defined as thorough knowledge and capability of the competency. Able to influence and guide others in its application.
Shape is defined as recognized as an expert. Shapes direction of the NEB with regards to the competency.

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

Asset Qualifications

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

Degree equivalency

AQ2 Recent experience in providing executive administrative services (including activity and agenda management) to a manager.
AQ3 Recent experience in financial services (such as processing invoices, reconciling expenses, using a financial system).

Conditions of employment

1) Willingness to undergo, successfully pass and maintain a reliability status security clearance.
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

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the targeted groups when you apply.

Information on employment equity

1. The National Energy Board has a classification system that differs from the greater public service. This NEB-04 position is similar to a CR-04 for staffing purposes. 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 1 November 2017, NEB 04 $43,304 to $52,679
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:
• a Calgary Allowance in the amount of 4.95% of base salary may be paid on a bi-weekly payroll basis
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)

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.

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. Head Office Location – Calgary, AB: 210, 517 10th Avenue SW

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.