Salary Range:
$43,548 – $58,790
Employment status:
Continuing
Term Length:Security Level:
Reliability
Language Requirement:
English
Closing Date:
08/04/22
Position Reports To:
Justin Beaulieu
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
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.
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. Within thirty (30) days of accepting employment with DCC, all Employees must familiarize themselves with the Code, and sign the Employee Certification, which states that they have read and understand the Code and acknowledge that compliance with its terms and requirements is a condition of employment 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.
DCC is committed to employment equity and actively encourages applications from women, Indigenous people, persons with disabilities and visible minorities. If selected for an interview, please advise us if you require special accommodation.
All offers of employment are conditional upon successful job candidates attesting to their vaccination status and providing proof of vaccination. 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 [email protected].
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