Office of the Commissioner

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1 Executive Administrative Assistant (6 months) BC Oil & Gas Commission, Victoria Excluded Schedule A Grid 11- $41, $46, The position is geographically restricted to Victoria Office of the Commissioner Qualifications Consideration will be given to those with: A degree, diploma or certificate in Business Administration, Office Administration, or other administrative management program; A combination of five years related experience, education and training; There will be different combinations of relevant training and experience that would result in a candidate meeting the above standards. Preference will be given to qualified applicants who demonstrate experience in: Administrative support to an Executive Level manager/leader, requiring interaction with senior managers; Managing/writing correspondence for a busy, high profile office; Establishing office procedures and administrative systems for a busy office. In submitting your application, you confirm you have reviewed the job description posted on our website for a complete list of duties and qualifications. We encourage all applicants to apply, even if they do not currently meet the qualifications as an employee development plan may be established for lesser qualified applicants to progress to the full working level. Classification and salary will be based on level of education, experience and training requirements. An eligibility list may be established. Occasional overtime work may be required. To submit your application, please select the Apply Now button on the BCOGC website. After clicking the button, you will need to fill in the required fields (e.g. name, address, education etc.) and attach your resume and cover letter (only Microsoft Word or PDF documents can be attached). Please note applicants will only be contacted if they are selected to proceed further in the process. You are encouraged to view the Commission Website. For additional information regarding this position, please contact Recruitment at Competition Number: Closing Date: November 17, 2016 For More Information: Recruitment Airport Road Fort St John BC V1J 4M6 T F

2 OIL AND GAS COMMISSION POSITION DESCRIPTION POSITION TITLE Executive Administrative Assistant POSITION #: DIVISION/UNIT: Various LOCATION: Victoria / / SUPERVISOR S TITLE: Various POSITION #: / SUPERVISOR S CLASSIFICATION: APPROVED CLASSIFICATION: ENTERED BY: Various LOCATION: Victoria Grid 11A *Excluded Kathy Caveney CLASS CODE: PHONE NUMBER: PROGRAM The BC Oil and Gas Commission (Commission) is an independent, single-window regulatory agency with responsibilities for regulating oil and gas operations in British Columbia, including exploration, development, pipeline transportation and reclamation. The Commission s core roles include reviewing and assessing applications for industry activity, consulting with First Nations, ensuring industry complies with provincial legislation and cooperating with partner agencies. The public interest is protected through the objectives of ensuring public safety, protecting the environment, conserving petroleum resources and ensuring equitable participation in production. PURPOSE OF POSITION Reporting to an Executive Team member(s), the Executive Administrative Assistant (EAA) is responsible for the effective administrative operation of the Oil and Gas Commission divisions. This position operates with a significant amount of independence and the EAA is expected to exercise exceptional judgement to organize a high volume of work that includes changing and conflicting priorities. Discretion and tact are required in dealing with confidential and sensitive projects and communications. SPECIFIC ACCOUNTABILITIES / DELIVERABLES 1. Provides Executive Team Members with professional administrative services, which include but are not limited to: Ensuring clarity, content, format, spelling and grammar of all the Executive office s outgoing correspondence, submissions and briefing notes. Liaising and maintaining effective working relationships with the Commission Executive office and branches, industry, government, stakeholders and other internal and external clients to facilitate information gathering, sharing and coordination of effort. Organizing and coordinating the flow of correspondence, submissions, briefing materials and other information and requests so that priorities are set and deadlines met. Screening, assessing and directing incoming calls. Preparing business expense forms, travel vouchers and credit card reconciliations for Senior Leadership Team members as required. MAILING 6534 Airport Road Fort St John BC V1J 4M6 T F

3 Compiling material for divisional meetings, preparing agendas, and following up with action points. Performing detailed and often complex travel and meeting arrangements, including ensuring that appropriate background materials for meetings are prepared. Scheduling meetings and travel arrangements that optimize the Executive Team member s time. Ensuring senior officials, business representatives, staff and the general public are dealt with in a courteous, effective and efficient manner. Providing direction and leadership to assistants within the division (if applicable). Ensuring confidential and/or urgent material is handled appropriately. Other administrative duties as required. 2. Ensures coordination of division and Commission administrative services by: Providing direction and guidance to staff within the division on daily operational and administrative matters such as procedures, protocol, priorities, etc. Developing strong relationships among other EAAs to coordinate resources and assist in communications and planning between Executive Team members. Communicating division plans and information to other divisions as necessary. Providing support to other Executive Team members in the absence of their EAA or where geographic complexities exist. Participating in administrative assistance best practice sharing, coordination meetings, and other training and development provided. 3. Provides support to division staff by: Providing administrative support services as required for travel, meeting arrangements and correspondence. Assisting with the administration of various administrative-based functions as requested. Providing planning and administrative services for implementation of new systems and procedures within the division or work team. Coordinating with Corporate Services to ensure appropriate office facilities, telecommunications, technology, vehicles, office equipment and furniture are in place to facilitate smooth, efficient office operations by submitting service desk request as required. Liaising with Human Resources to provide administrative support for interviews and new employee orientation. 4. Provides Reception Services: Receives and screens incoming calls on a multi-line switchboard, greets visitors, and provides friendly and professional service to both internal and external clients. Ensures visitors sign in, receive visitor tag and notifies staff member of their visitor s arrival Ensures client issues, incidents and requests are handled with professionalism and in compliance with service standards. Maintains the condition of the reception area, main lobby, public seating area and kitchen area. 5. Provides Mail and Courier Services: Opens, sorts, stamps and distributes incoming mail and deliveries. Receives, logs, and processes incoming cheques and legal documents Prepares, tracks, and confirms delivery of outgoing mail packages. Monitors and maintains the inventory of all mail supplies, including courier labels and packaging. Maintains the condition of the mail room. Page 2 of 4

4 DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form) # of Regular # of Auxiliary Directly supervises staff 0 0 Supervises staff through subordinate supervisors 0 0 PROJECT /TEAM LEADERSHIP OR TRAINING # of # of Supervises students or volunteers 0 Provides formal training to other staff 0 Lead project teams 0 Assigns, monitors & examines the work of staff 0 FINANCIAL RESPONSIBILITY None WORKING CONDITIONS/SPECIAL REQUIREMENTS/TOOLS & EQUIPMENT PREPARED BY NAME: Cathy Hohnsbehn EMPLOYEE SIGN OFF NAME: DATE: DATE: February 2016 EXCLUDED MANAGER AUTHORIZATION I confirm that: 1. the accountabilities / deliverables were assigned to this position effective: August 30, the information in this position description reflects the actual work performed. 3. a copy has / will be provided to the incumbent(s). NAME: SIGNATURE: DATE: SELECTION CRITERIA Education: Degree, Diploma or Certificate in Business Administration, Office Administration, or other administrative management program A combination of five years related experience, education and training. There will be different combinations of relevant training and experience that would result in a candidate meeting the above standards. Related Experience Includes: Administrative support to an Executive Level manager/leader, requiring interaction with senior managers Page 3 of 4

5 Managing/writing correspondence for a busy, high profile office Establishing office procedures and administrative systems for a busy office Skills And Abilities: Excellent writing and oral communication skills to explain technical information. Ability to edit and proofread documents. Exceptional organizational skills, including effective use of document tracking. Keyboard and calculation skills to input documents and data with a high level of accuracy to meet deadlines. Competency in word processing, spreadsheet and other standard computer applications. Experience with document management software is an asset. Ability to utilize administrative and organizational filing systems. Ability to perform multiple time sensitive tasks and deal with conflicting priorities. Utilization of tact, diplomacy, discretion and professionalism consistent with managing a senior Executive s office. Exceptional customer service skills. KEY COMPETENCIES Adaptability - Willingness and ability to effectively work in and adapt to change Initiative - Takes the initiative to identify new challenges or opportunities Personal Development - Takes responsibility for personal development Professionalism - Promotes a positive image of the organization by taking personal responsibility for one's role and actions consistent with OGC values Communication - Ability to clearly convey and receive messages Teamwork - Working cooperatively and productively with others to achieve results Contributes to a Positive Work Environment - Behaves in a manner that supports the organization and colleagues Service Orientation - Takes personal responsibility for addressing client questions and concerns Process Improvement - Proactively identifies process improvements and takes the appropriate steps to implement them Focus on Priorities - Is able to identify priority activities and remains focused on the highest priorities Detail Oriented - Sets and attains high standards for quality and accuracy in work Problem Solving - Uses critical thinking skills to solve problems and achieve effective solutions Page 4 of 4