Administrative Assistant

Who Can Apply?: **Internal (DCC Employees) and External (General Public)** - Salary Range: **$45,976- $62,068** - Employment status: **Continuing** - Term Length: - Security Level: **Reliability** - Language Requirement: **English Essential** - Closing Date: **07/04/24** - Country: **Canada** The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. The incumbent also coordinates the preparation of human resources documentation. **KEY AND PERIODIC ACTIVITIES** **The duties and responsibilities listed below are representative but not all-inclusive**: **Primary** - Provide daily administrative and operational support to employees at all levels of the business unit - Coordinate and provide administrative support and guidance to new administrative assistants to ensure consistency of business unit or service line requirements - Carry out quality control of data entry (e.g. monthly expenses, timesheet reporting, accounts payable, service billing) - Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration) - Track budgets for service level agreements and training and development - Process account payables and vendor payments, ensure proper financial coding, obtain delegated signatures and enter data in enterprise resource planning system - Prepare year-end financials, set up files and databases for new fiscal year, archive files **Other** - Take and prepare minutes of monthly meetings - Prepare purchase orders (e.g. for office supplies, furniture, service contracts) - Perform receptionist duties and act as backup for other administrative employees, as required - 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 three 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 - Occasionally coordinate work of other administrative staff in business unit **WORKING CONDITIONS** - Typical office environment with occasional travel **Cold Lake** The City of Cold Lake is located in Alberta’s Lakeland and nestled on the shore of Alberta’s seventh largest lake. The area is known for its many pristine lakes and forests which offer excellent camping, fishing, water sports, and many other recreational activities. Cold Lake also has modern recreation and sport facilities, a nearby alpine ski hill, as well as urban and rural trail systems. Defence Construction Canada (DCC) Cold Lake is located at 4 Wing which is an air force base operated by the Royal Canadian Air Force and home to Western Canada’s fighter jets. The Cold Lake air base is known as Canada’s busiest fighter base and the 1.17-million-hectare Cold Lake Air Weapons Range provides opportunity for Canadian and International Air Force training. Working at DCC Cold Lake offers opportunities to support in planning, construction, and maintenance of the infrastructure for the airfield runways, ramp, and hangars as well as other supporting facilities and utilities at both the base and the nearby air weapons range. 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 Be part of a diverse and inclusive workplace