Admin Support

3 weeks ago

Burnaby, Canada Canadian Security Intelligence Service Full time

**Important**:
**Closing Date**
2023-07-13

**Reference Number**
23-970-04-087

**Job Category**
Entry Level

**Who Can Apply**
Canadian Citizens

**Location**

Burnaby, British Columbia
Edmonton, Alberta
Gatineau, Québec
Montréal, Québec
Ottawa, Ontario
Toronto, Ontario

**Salary Range**
$ 49,130 - $ 59,750
Unionized

**Status**
Determinate (term)
Indeterminate (permanent)

**Language Requirement**
Bilingual Imperative (BBB/BBB) Bilingual Non-Imperative (BBB/BBB) English Essential (EE/EE)

This career opportunity will be used to staff current and anticipated vacancies across CSIS and may also be used to staff other similar positions. You must clearly indicate, in your cover letter, if you have a preference between the three (3) positions.

**Job Summary**:
**Administrative Support**

Major responsibilities:

- Provide day to day administrative support to a branch or program;
- Process administrative requests, organize and prioritize administrative work;
- Provide support functions to the branch management or program by maintaining and monitoring activity tracking processes and responding to incoming and outgoing communications;
- Schedule and coordinate meetings with other enabling branches, clients and/or external stakeholders;
- Prepares meeting documents; takes minutes of internal meetings, transposes notes into electronic format and disseminates the final minutes to participants;
- Monitor the program's planning and budget processes by providing historical and comparative data and by keeping management informed of upcoming deadlines;
- Provide direction to employees and clients regarding administrative procedures and policies;
- Act as a resource person by providing advice and policy interpretation to managers and employees.

**Finance Clerk**

Major responsibilities:

- Perform account verification responsibilities ensuring certification of Section 34 of the _Financial Administration Act_ on all documents;
- Administer and maintain the contingency account/cash advance system including control and reconciliation of the contingency by distributing and receiving money;
- Liaise with managers/employees on expenditures by ensuring that they comply with policies and regulations;
- Reconciliation of financial reports;
- Process payment of invoices within specified time frames;
- Process payment of accounts by verifying that all contract terms and conditions have been met and determining the right financial coding to avoid financial loss and payment duplication;
- Liaise with suppliers to give and obtain information necessary to ensure the accuracy of accounts/financial transactions and to rectify any irregularities.

**Information Management Administrator**

Major responsibilities:

- Respond to client requests for creation, filing, charge in/out of corporate files;
- Support retention and disposition activities;
- Participate in information digitization and quality assurance;
- Provide information management advice and guidance to clients related to IM policies, procedures and initiatives

**Education**:

- College diploma and two (2) years of related experience*
- High school diploma and four (4) years of related 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**:

- Two (2) years of experience required.

**Four (4) years of experience required.
- Experience in general administrative duties;
- Experience providing service to internal or external clients / general public.

**Assets**:

- Experience in data entry;
- Experience in digitization;
- Experience in preparing correspondence;
- Experience performing file organization and management (search and retrieval) or managing information life cycle;
- Experience in data services such as quality assurance and data integrity;
- Experience working in a legal environment;
- Experience working in an information management or record keeping environment using electronic document and records management systems (e.g. Open Text eDOCS, EDRMS/RDIMS/IRIMS, etc.);
- Experience in handling large amounts of money and daily cash balancing;
- Experience in using a resource management system such as SAP, Oracle or FreeBalance.
- An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements, but which is not strictly required. Assets can help determine right fit.

**Competencies**:

- Adaptability / Flexibility
- Client Service
- Interpersonal Skills
- Organizational Skills / Multitasking
- Rigour

**Conditions of Employment**:
Not Applicable

**Notes**:
The vacant positions with a linguistic profile of English essential (EE) are for the following regions only:

- Burnaby, Briti

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