Administrative Assistant Ii

Position Description:
Are you a self-starter always thinking of better ways to do things? Are you looking to be part of a dynamic team focused on providing top-quality services to customers? If yes, please keep reading As a member of Serco’s dynamic team, your expertise and collaborative skills will make a positive impact towards our military defense and safety of our soldiers.

15 Wing, headquartered in Moose Jaw, is the centre of RCAF aircrew training and is comprised of 2 Canadian Forces Flying Training School (CFFTS) and 431 Air Demonstration Squadron (CF Snowbirds) both located in Moose Jaw, SK. The Wing is the principal site of the NATO Flying Training in Canada (NFTC). 15 Wing is responsible for three different aircraft platforms that include: CT-156 Harvard II, CT-155 Hawk, CT-114 Tutor, and any visiting aircraft.

You will be part of a team that works closely with the military customer and other Serco teams to deliver quality and efficient Air Traffic Management System maintenance, Aeronautical information services and VFR air traffic services to DND's NFTC program. The Serco team has been recognized as one of Atlantic Canada’s Top Employers for 4 years in a row and received the prestigious Atlantic Canadian Aerospace and Defence Association. Industry Excellence Recognition Award for Gender and Diversity Excellence.

Serco Canada Inc. is looking for an administrative assitant in Moose Jaw, Saskatchewan.

**Purpose of the Job**:
To provide administrative and purchasing support to the NFTC Site Services sections and staff.

**Primary Duties and Responsibilities**:

- Perform related clerical duties, such as word processing, maintaining filing and record systems, faxing and photocopying.
- Assist site services staff with admin, payroll, HR and benefits questions.
- Compiling, verifying, and recording ISO Certificates, Supplier Evaluations, Supplier Questionnaires, and other forms and documents in accordance with established ISO procedures and schedules, using computerized and manual processing systems.
- Updating employee data, employee files, training files etc.
- Any other administrative duties approved by the Office Administrator.
- Assist with photocopying and collating documents for distribution, mailing and filing.
- Process incoming and outgoing mail, manually or electronically.
- Send and receive messages and documents using fax machine or electronic mail.
- Maintain inventory of office supplies, service office equipment and arrange for servicing in the case of major repairs.
- Responsible for purchasing services, supplies and material, and equipment, from third party suppliers. Establishes evaluation criterion and evaluates supplier proposals and quotes to determine most desirable suppliers. Performs subcontract negotiations, and administration of minor subcontracts. Generally, be responsible for administering the entire site services procurement process under limited supervision in coordination with corporate procurement.
- Interacts with customers and subcontractors in accordance with company’s policies and procedures, applicable laws, customer requirements, and sound business judgment.
- Liaise with corporate procurement on purchasing, contracts and sub-contracts wrt purchasing materials and services from suppliers.
- Compare supplies received against purchase orders and track back orders.
- Clear back orders before supplier invoices are processed for payment.
- Determine method of shipment and arrange shipping; prepare bills of lading, customs forms, invoices and other shipping documents manually or by computer.
- Assemble packages, cartons and containers, record contents manually or in computer system, pack goods to be shipped and affix identifying information and shipping instructions.
- Inspect and verify incoming shipments against invoices or other documents, record shortages and reject damaged goods.
- Unpack, record and route goods to appropriate department areas.
- Maintain internal, manual or computerized record-keeping systems.
- Assist with GFE inventories, as required.
- Assist with employee engagement activities e.g.: event planning and execution.
- Other duties as assigned.

**Skills**:

- Intermediate to expert level computer skills in MS Office are required.
- Excellent organizational skills and high attention to detail.
- Ability to multi-task, manage changing priorities, respond to requests in a timely manner.
- Outstanding written and verbal communication skills, being able to communicate effectively at all levels of the organization and externally.
- Exhibits high levels of professionalism and confidentiality as a representative of the Company.
- Demonstrated experience in gathering and reporting information and preparing presentations.
- Possession of a valid Saskatchewan drivers’ licence.

**Health and Safety**
- Work in compliance with all regulations, policies and procedures pertaining to the operations including occupational health and safety, environmenta