Defence Construction Canada Looking for Administrative Assistant at Ottawa, Ontario, Canada Full Time

Internal (DCC Employees) and External (General Public)

Salary Range

$45,976- $62,068

Employment Status

Continuing

Term Length

Security Level:

Top Secret

Language Requirement

Bilingual Preferred

Closing Date

13/10/23

Country

Canada

Reporting To (Title)

Program Leader

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

**Security Requirements**

Top Secret Clearance Process Requires The Candidate To

Candidates must have no criminal record and must be eligible to obtain Top Secret security clearance.

• Be able to provide 10 years of verifiable background information
• Provide proof of identity by way of valid Canadian Government issued ID

In addition, candidates will be required to consent to being subjected to an in-depth security assessment, as well as criminal record and credit checks.

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 .

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

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.

• 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 .