Administrative Assistant

Who Can Apply?: **Internal (DCC Employees) and External (General Public)** - Salary Range: **$57,116 - $74,250** - Employment status: **Continuing** - Term Length: - Security Level: **Reliability** - Language Requirement: **Bilingual Preferred** - Closing Date: **28/06/24** - Country: **Canada** The Administrative Assistant, as the lead administrator for the Procurement Service Line at the regional level, coordinates and provides a range of administrative support services to the Regional Service Line Leader for Procurement. 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. **KEY AND PERIODIC ACTIVITIES** **The duties and responsibilities listed below are representative but not all-inclusive**: **Primary** - Coordinate and provide administrative support to the Regional Service Line Leader for Procurement and their team - Proofread, review and validate documents prior to manager signature - Carry out quality control of data entry (e.g., contract information in the computer system’s Contracts module, reporting, expense accounts) - Coordinate communications from business units to Regional Office Team (e.g., Identify priority and urgent requests, prioritize, disseminate requests and ensure follow-up) - Plan and coordinate travel and events - Ensure control and monitoring of digital document retention as part of the overall document management duties for the business unit - Assist Regional Service Line Leader and Team with procurement-related administrative tasks (e.g., posting invitations to tender on electronic bulletin boards, verifying integrity of information on data related to Source Lists, etc.) - Generate tracking tools and gather data for manager to meet reporting requirements - Support Regional Service Line Leader in monitoring training required for all Service Line employees - Generate, analyze and ensure quality and accuracy of data presented to managers (e.g., timesheets, financial reports, performance indicators, human resources-related reports) - Enter data related to service line transactions and activities in the company’s resource planning system (e.g., time entry, procurement, contract administration) **Other** - Take and prepare minutes of monthly meetings - Provide administrative solutions to improve site services - Other duties as assigned. **SKILLS** **General and Specific Knowledge** - Administrative best practices - Knowledge of procurement principles - Intermediate MS Office expertise (e.g., Outlook, OneDrive, MS Teams, PowerBi, Excel, Word) - 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 plus procurement-related courses and/or basic procurement 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 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