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 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

Reporting to the Director, 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 1,200 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 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 Experience* in dealing effectively with internal clients from a variety of organizational levels and external clients.

*Experience: cumulative for a period of one year

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

Bilingual - Imperative (CBC/CBC)
Official Language Proficiency: Bilingual Imperative (CBC/CBC)

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)

Asset Qualifications

AQ1 Education: Post-secondary (i.e. not high school courses) in administrative assistant/office management or secretarial programs.
AQ2 Recent experience in providing executive administrative services (including activity and agenda management) to a senior manager or managers and or a team.
AQ3 Recent 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

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 NEB05 position is similar to an AS-02 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, 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: your application, written examination, standardized tests, oral presentation, interview(s), role play scenarios, performance appraisals, 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 2019 NEB05 $51,189 to $62,426

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:
• 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 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.
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 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 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

Regional Office address(es):
• Montréal, Québec : 505 De Maisonneuve Blvd., West

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.