Receptionist/Administrative Assistant

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 specialized accommodation. All information received in relation to accommodation will be kept confidential.

Assessment accommodation

We encourage Aboriginal persons to self-identify as preference may be given to this Employment Equity Group. An Aboriginal person is a North American Indian or a member of a First Nation, Métis or Inuit. North American Indians or members of a First Nation include treaty, status or registered Indians, as well as non-status and non-registered Indians. Please note that you will be required to complete an Affirmation of Aboriginal Affiliation Form.

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

As a key member of the Secretary and Regulatory Services team, the Receptionist/Administrative Assistant is the first point of contact for all NEB employees and external clients and is accountable for providing fully bilingual reception services. This includes operating a computer-based telephone system, receiving and prioritizing incoming calls, responding to general questions and complex enquiries from internal and external callers, receiving visitors, and issuing security passes. In the capacity of administrative assistant, provides general administrative support to the unit (ie. photocopying, filing, updating a database, preparing mail-outs, ordering supplies).

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 1,200 words (maximum)

Contact information for 3 references.

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 with the public, both by telephone and in person.
E2. Experience in providing administrative support services in an office environment.
E3. Experience in using personal computers and associated general office software
E4. Recent experience in handling sensitive issues with professionalism, tact and diplomacy.

* Recent experience means experience acquired within the last 5 years
** Administrative support services is defined as, but not limited to: reception services, responding to information request, maintaining data or records in a filing system or database, procuring office supplies, filing, and photocopying.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Preference may be given to qualified candidates self-identifying as *Aboriginal Persons and/or Visible Minorities.

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

Bilingual - Imperative (CBC/CBC)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

Organization-wide and Business Competencies OR Leadership Competencies:

OC1 Accountability and Results Orientation: (Learn/Apply)
• Makes commitments that can be fulfilled, accepts responsibility and delivers on assigned tasks.
• Makes timely and accurate decisions on routine issues without guidance.

OC2 Initiative and Adaptability to Change: (Learn/Apply)
• Is receptive to new ideas and provides suggestions for change.

OC3 Process and Project Management (Learn)
• Organizes, prioritizes and schedules assigned work.

OC4 Oral Communication (Learn/Apply)
• Communicates clearly, concisely, and effectively with co-workers and clients orally.

OC5 Written Communication (Learn/Apply)
• Communicates clearly, concisely, and effectively with co-workers and clients in writing.

Technical Competencies:

TC1 Business Administration and Client Services (Apply)

• Utilizes business tools/techniques to carry out routine functions (e.g. maintains files, produces standard correspondence, inputs data, schedules meetings).
• 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 *Recent experience interacting with executive level officials.
AQ2 Completion of courses related to the position (e.g. courses taken through continuing education at colleges or universities).

*Recent experience means experience acquired within the last 5 years.

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 designated 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 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. Asset qualification(s) may be used at any point in the selection process (screening and/or assessment). 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, standardized tests, 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 (subject to revision)

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).
• The Collective Agreement between the NEB and PIPSC expired on 31 October 2018. Please note that all provisions – including the allowances remain in place until a new agreement has been signed and implemented.

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: *Aboriginal Persons, Visible Minorities.

We encourage Aboriginal persons to self-identify as preference may be given to this Employment Equity Group.

*An Aboriginal person is a North American Indian or a member of a First Nation, Métis or Inuit. North American Indians or members of a First Nation include treaty, status or registered Indians, as well as non-status and non-registered Indians. Please note that you will be required to complete an Affirmation of Aboriginal Affiliation Form.

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, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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