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SalaryThe 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.
The appropriate security clearance is a condition of employment and it is the candidate’s or employee’s responsibility to ensure, they are able to obtain and maintain their required security level clearance to begin or continue their employment with DCC. Failure to obtain or maintain, the appropriate level of security clearance means either the candidate or employee will not receive a job offer, the conditional offer will be rendered null and void or their employment will be terminated with cause. A thorough security clearance process will be applied to all candidates or employees considered for an appointment; this process includes inquiries, verifications and assessments regarding matters such as, but not limited to:
- criminal record checks
- reference checks
- previous employment
- open source checks
- credit/financial status
DCC's Code of Business Conduct (Code) is a condition of employment. It serves to enhance public confidence in the integrity of DCC Employees and provides clarity to Employees on a number of issues, including real or perceived conflicts of interest. Before applying to this (or any) position at DCC, candidates shall familiarize themselves with the Code, because new employees are required to certify that they have read, understood, and agreed to observe the Code upon commencing work at DCC. Employees are further required to review their obligations under the Code and notify the President's Office of any changes in their circumstances at the earliest possible opportunity, and to complete the Annual Update once a year.
Be part of a diverse and inclusive workplace!
At DCC, we are committed to ensuring everyone has a voice and can be their authentic selves in our workplace. We actively encourage applications from all, including but not limited to, women, Indigenous Peoples, persons with disabilities, visible minorities and members of the LGBTQ2+ community. We also welcome applications from those who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information.
DCC is an equal opportunity employer and will consider all requests for accommodation based on a medical contraindication, religion or another prohibited ground for discrimination under the Canadian Human Rights Act. Should you require accommodation, please email careers@dcc-cdc.gc.ca.
