Administrative Assistant

7 months ago

Toronto, Canada Defence Construction Canada Full time

Who Can Apply?:
**Internal (DCC Employees) and External (General Public)**
- Salary Range:
**$53,397- $72,087**
- Employment status:
**Continuing**
- Term Length:
- Security Level:
**Secret**
- Language Requirement:
**English Essential**
- Closing Date:
**06/03/24**
- Country:
**Canada**
- Reporting to (Title):
**Site Manager**

The Administrative Assistant, as the lead administrator for the business unit or service line, coordinates and provides a range of administrative support services to the Site Manager or to the Regional Operations Manager(s), program leaders and regional service line leaders. The incumbent acts as the administrative technical specialist and coordinates the work of other administration staff within the business unit. The incumbent independently carries out administrative activities and provides high-quality, timely, efficient and effective services. The Administrative Assistant enters and reports data and carries out documents and records management. The incumbent coordinates the preparation of human resources documentation and provides functional guidance to other administrative staff in the business unit.

***KEY AND PERIODIC ACTIVITIES**
**The duties and responsibilities listed below are representative but not all-inclusive**:
**Primary**
- Coordinate and provide administrative support to the Site Manager, or the Regional Operations Manager(s), program leaders and regional service line leaders
- Orient and provide guidance to other administrative assistants to ensure consistency of business unit or service line requirements
- Proofread, review and validate documents prior to manager signature
- Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, service billing)
- Generate tracking tools and gather data for manager to meet reporting requirements
- Track budgets for service level agreements and training and development
- Generate, analyze ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports)
- Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)

**Other**
- Take and prepare minutes of monthly meetings
- Provide administrative solutions to improve site services
- Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
- Other duties as assigned

**SKILLS**
**General and Specific Knowledge**
- Administrative best practices
- Accounting principles
- Intermediate MS Office expertise
- Records management

**Formal Education and/or Certification(s) and Experience**
- **Minimum**: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
- **Preferred**: minimum requirements and general accounting courses and/or basic accounting experience

**Abilities**
- Use applicable computer software and operating systems
- Manage multiple deadlines and priorities
- Demonstrate attention to detail

**DEVELOPMENT AND LEADERSHIP**
- Provide functional advice and guidance to employees
- Coordinate work of other administrative staff in business unit

**WORKING CONDITIONS**
- Typical office environment with occasional travel

To begin a career with Defence Construction Canada (DCC), you must be a Canadian Citizen or a permanent resident of Canada. As a condition of employment with DCC, a minimum reliability security status clearance is required and some roles may require secret security status clearance.
- DCC is responsible for the Personnel Security Clearance process_. Typically to be eligible for a "Reliability" clearance, you must have five years of verifiable background information and to be eligible for a "Secret" clearance, you must have 10 years of verifiable background information. The process usually involves reference inquiries, verification of qualifications, criminal records checks, and credit checks (as required) and may require fingerprints. For more information about obtaining a security clearance, please review the Standard on Security Screening.
- criminal record checks
- reference checks
- previous employment
- open source checks
- credit/financial status

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