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.

This role is not conducive for telework.

The Canada Energy Regulator works to keep energy moving safely across the country. We review energy development projects and share energy information, all while enforcing some of the strictest safety and environmental standards in the world. Headquartered in Calgary, Alberta with regional offices in Montréal, Vancouver and Yellowknife, the CER has approximately 500 employees.

The CER 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

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)

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

Education:
Successful completion of secondary school and/or a combination of school and relevant experience to the job.

Degree equivalency

E1 Significant experience* in general office procedures and providing administrative services (such as preparing agendas, booking travel and conference and training registration).
E2 Significant experience* in dealing effectively with internal clients from a variety of organizational levels and external clients.
E3 Experience* working in Windows environment with Microsoft Suite Applications (such as Word, Excel, Powerpoint, Outlook).

*Experience refers to depth and breadth associated with having performed the administrative function. The amount, the complexity and the diversity of handled files, as well as the autonomy level may also be taken into consideration.

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

Preference will be given to candidates self-identifying as belonging to one of the following Employment Equity groups: *Aboriginal Persons, Visible Minorities and persons with disability.

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

Various language requirements
Official Language Proficiency: Various - English Essential and Bilingual Imperative CBC/CBC.

1. The immediate intent is to staff 1 position as CBC bilingual imperative.
2. A 2nd anticipatory position is English.

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 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.

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

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-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 CER with regards to the competency.

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

Asset Qualifications

AQ1 Completion of high school diploma.

AQ2 Education: Post-secondary (i.e. not high school courses) in administrative assistant/office management or secretarial programs.

AQ3 Recent experience in providing executive administrative services (including activity and agenda management) to a manager.

AQ4 Experience in financial services (such as processing invoices, reconciling expenses, using a financial system), travel systems such as a HRG or arranging travel for managers and preparing contracts.

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities

Information on employment equity

Conditions of employment

Conditions of Employment
1) Willingness to undergo, successfully pass and maintain a reliability status security clearance.
2) Compliance with the CER’s Code of Conduct is required.
Note: It is strongly recommended that potential applicants read and consider the CER’s Code of Conduct prior to applying. This document is available on the CER Website http://www.cer-rec.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 CER 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 CER’s Professional Institute of the Public Service of Canada Collective Agreement.

2. Application Requirements: Applicants must submit, clearly demonstrate on their application 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: your application, 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 (subject to revision)
The CER 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 CER 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: These position have been allocated and applies to the bargaining unit represented by the CER 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 CER 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 will be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: *Aboriginal Persons, Visible Minorities and persons with disability.

*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.