Administrative Assistant

Who Can Apply?:
**Internal (DCC Employees) and External (General Public)**
- Salary Range:
**$58,544 - $76,106**
- Employment status:
**Continuing**
- Term Length:

- Security Level:
**Secret**
- Language Requirement:
**English Essential**
- Closing Date:
**23/05/2025**
- Country:
**Canada**

**SUMMARY**

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 Contract Services, Regional Service Line Leader, Regional Office Contract Services Team and the Regional Operations Manager. The incumbent acts as the administrative technical specialist 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 review of time entry documentation and provides functional guidance to other administrative staff in the contract services service line.

**KEY AND PERIODIC ACTIVITIES**
**The duties and responsibilities listed below are representative but not all-inclusive**:
**Primary**
- Coordinate and provide administrative support to the Contract Services, Regional Service Line Leader, Regional Office Contract Services Team and the Regional Operations Manager.
- Orient and provide guidance to other administrative assistants to ensure consistency of service line requirements
- Proofread, review and validate documents prior to manager signature Carry out quality control of data entry (e.g. for time-entry reporting, accounts payable, service billing notice of proposed procurements)
- Generate tracking tools and gather data for manager to meet reporting requirements
- Track budgets for service level agreements
- Generate and ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports procurement summaries)
- Enter data related to contract services, service line transactions and activities in enterprise resource planning system and electronic bidding system (e.g. budget tracking, time entry, procurement, contract administration, notice of proposed procurements)

**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
- Advanced MS Office expertise
- Familiarity with electronic bidding platform(s)
- 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

**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

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

**Check out the benefits**

Working with DCC offers excellent opportunities for growth - and entitles you to one of the job market’s best benefits packages. In your role as Administrative Assistant, your package is valued at 25% to 30% of your salary.

Your package will include:

- Public service pension
- 100% employer-paid annual sick leave, health and dental premiums, and life, accidental death, and short
- and long-term disability insurance
- $400 Wellness Allowance (e.g., gym membership)
- $1,500 for mental health services on top of regular $1,500 paramedical coverage
- $750 Health Care Spending Account (for some medical expenses that aren’t covered under provincial plans or our standard insurance plan)
- Telus Virtual Health Care
- Maternity and parental leave top-up plan to 93% of regular gross earnings for a maximum of 37 weeks
- Hybrid workplace options including $400 allowance every two years to support work-from-home options
- Enhanced inConfidence employee and family assistance program
- Deluxe travel benefit plans
- Comprehensive vacation and other paid leave plans

**Kingston, Ontario**
Historic Kingston—located on the St. Lawrence River, halfway between Ottawa and Toronto—has many of the features of much larger cities but a small-town atmosphere and lifestyle. Home to three post-secondary institutions (Queen’s University, Royal Military College and St. Lawrence College) and a lively arts scene, Kingston is regularly ranked among the top 10 places to live and work in Canada.

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 minim