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

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 Federal Public Service is stronger and most effective when we reflect the diversity of the Canadian population we serve. The Canada Energy Regulator (CER) is dedicated to building and promoting a diverse, equitable and inclusive workforce, representative of all Canadians regardless of race, ethnicity, sex, age, disability, sexual orientation, gender expression, socio-economic background or lived experience.

“Indigenous peoples” and “Aboriginal peoples” refer to people who are North American Indian or members 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. The term “Indigenous peoples” is used on this page and aligns with international usage. “Aboriginal peoples” is the legislative term that appears in the Employment Equity Act and the Employment Equity Regulations.

Achieving a representative and diverse workforce has been identified as an organizational need for CER and may be applied at any time during this appointment process. If this criterion is used, only those who have indicated that they are members of the specified designated group(s) will be considered. As such, first consideration for an appointment may be given to candidates who self-declare as belonging to one of the four designated employment equity groups (Persons with a disability, Aboriginal* people, Members of a Visible Minority, or Women).

In order to self-declare, please ensure to check off the appropriate box within the online application under the Employment Equity section. To learn more about self-declaring, we encourage you to consult the following two links to learn more about employment equity and self declaration:

https://www.canada.ca/en/services/jobs/opportunities/government/self-declaring-because-we-care.html

https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/employment-equity.html

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 Business Unit Members, both individually and collectively. In this capacity the Administrative Assistant supports budget forecasting and tracking, coordinates required procurement, processes invoices, coordinates meetings, participates in discussions and decisions, makes travel arrangements, coordinates and tracks training and conference requests, purchases supplies, maintains various Business Unit schedules, and manages an effective office providing administrative and secretarial support.

Intent of the process

Process Intent: Qualified candidates may be used to staff other similar positions at an equivalent or lower level on a term, indeterminate or acting basis.
Positions to be filled : 1 or more

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

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 budget forecasts, tracking and/or expense reports; coordination of procurement; coordination of training and conference requests; purchasing supplies; and/or processing invoices.

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

E3 Experience in dealing effectively with internal clients from a variety of organizational levels.

*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.

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

English essential

Information on language requirements

Education: Successful completion of secondary school.

Degree equivalency

Organization-wide and Business Competencies OR Leadership Competencies:

OC1 Leadership & Teamwork
Proficiency Level: Learn
• Establishes good working relationships with team members and with colleagues in other teams.

OC2 Accountability & Results Orientation:
Proficiency level: Learn
• 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
• 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: Learn
• Prioritizes and co-ordinates activities in order to provide seamless service.
• Utilizes business tools/techniques to carry out routine functions (e.g. maintains files, produces standard correspondence, inputs data, schedules meetings)

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 Experience working with SAP, HRG, or other Government of Canada specific financial or administrative systems.

Organizational Needs: The CER is committed to building a diverse workforce reflective of Canadian society. Preference may be given to qualified candidates who self-identify from the following Employment Equity Groups: *Aboriginal Persons, Visible Minorities, Persons with Disabilities and/or Women. We encourage you to indicate if you belong to one or more of the designated groups by completing the EE section in your application.

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

Other Information:

1. The CER has a classification system that differs from the greater public service. This NEB-05 position is similar to a CR-05 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. Salary: Effective 1 November 2021 NEB 5, $52,736 - $64,312

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 for employees who reside within the daily commuting distance of Calgary (150 km)
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)

3. Application Requirements: Applicants must submit, by the closing date, a resume 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.

Applicants must provide a valid e-mail address which 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.

Candidates will need to provide proof of their education prior to appointment. Candidates with foreign credentials must provide proof of Canadian equivalency. Consult the Canadian Information Centre for International Credentials for further information at https://www.cicic.ca.

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

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.