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Administrative Support Officer
4 months ago
**Job Summary**:
- Plan, organize and coordinate the administrative work of the District by preparing and processing administrative requests such as training, human resources, accommodation, office equipment, information and technology, security and strategic planning.
- Provide financial processing services for the District by analyzing, preparing and inputting all invoices, travel claims, expenditures and all other payment requests into the system by ensuring sufficient budget funds exist to cover expenditures.
- Control the contingency account/cash advance system by inputting expenses claim transactions and reconciling the contingency account.
- Control and maintain security for the district office by ensuring access to employees and clients during business hours.
- Administer the operation of the fleet of vehicles by coordinating vehicle maintenance and repairs, logging operating expenses, scheduling and recording the allocation for each vehicle.
- Act as a resources person by liaising with Government Departments, Agencies, Counterparts, general public and external contractors and suppliers.
- Provide advice and policy interpretation on administrative and personnel issues by liaising with policy centres.
- Coordinate repairs and/or improvements to building systems by liaising with Facilities Management, Building Operator and the policy centres and by maintaining an efficient and effective communication mechanism.
- Monitor and order office supplies, maintain District inventory records, dispose of obsolete and surplus furnishings and equipment.
**Education**:
- Undergraduate degree
- College diploma (2 year program) and two (2) years of experience*
- High school diploma and three (3) years of experience*
The educational program must be from an accredited learning institution recognized in Canada.
If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense through a recognized credential assessment service.
Note: Any higher level of education could be recognized as experience.
**Experience**:
- Experience in providing administrative support, including:
- Planning and coordinating multiple interrelated administrative activities
- Scheduling meetings and appointments according to priorities
- Dealing with managers and employees at all levels
- Providing client services
**Competencies**:
- Adaptability/ Flexibility
- Client Service
- Communication Skills
- Organizational Skills/ Multi-tasking
- Professionalism
- Rigour
**Conditions of Employment**:
Flexibility is required in relation to the work schedule that may extend beyond core hours of work based on operational requirements.
Upon appointment, an employee shall remain in their Branch or Region for a period of one (1) year.
**Notes**:
While we continue to explore opportunities for flexible work arrangements, the majority of work in our organization must be done in the office and cannot be performed at home.
**Reference Links**:
- Salary Grade Breakdown
**Security Requirements**:
**Others**:
**Important**:
Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential.
**We thank all applicants for their interest in CSIS. However, only those who are selected for further consideration will be contacted.
