Administrative Assistant

Defence Construction Canada; Moose Jaw; On-site; CAD 52,000 - 67,000; Full time

Job summary

Defence Construction Canada invites applications for an Administrative Assistant at the Moose Jaw site to provide timely, high‑quality support across contract payments, document control, reception, and data management. You will help keep operations running smoothly in a fast‑paced environment.

The role requires a college diploma in Business or Office Administration and at least three years of relevant experience. Strong Microsoft Office skills and attention to detail are essential.

Qualifications

• College diploma in Business Administration, Office Administration, or related field.
• Three years of relevant administrative experience or an equivalent combination of education and experience.
• General accounting coursework and/or basic accounting experience.

Responsibilities

• Provide daily administrative and operational support to employees at the Moose Jaw Site.
• Support other administrative staff with shared priorities, coverage, and site workflow.
• Maintain documents, records, files, databases, and correspondence in support of document control and contract administration.
• Prepare, track, and file contract documents, payment records, meeting materials, and routine correspondence.
• Take and prepare minutes for monthly meetings.
• Perform receptionist duties, including greeting visitors, responding to inquiries, directing calls, and supporting front-office coordination.
• Process accounts payable, vendor payments, service billing, and contract payment information with accurate coding, approvals, documentation, and data entry.
• Perform quality control on data entry, including expenses, timesheets, accounts payable, service billing, and contract administration information.
• Enter and maintain data related to procurement, contract administration, payment processing, and time reporting in the enterprise system.
• Assist with year-end financials, new fiscal year file setup, records archiving, and document retention.
• Prepare purchase orders for office supplies, furniture, and service contracts.
• Support site administrative processes, records management, and operational coordination as needed.

Skills

Administrative best practices

Records management

Microsoft Office

Communication

Detail orientation

Education

College diploma in Business Administration, Office Administration, or a related field

Job description

Who can apply?:

Internal (DCC Employees) and External (General Public)

Salary Range: $51,566 - $67,035

Employment Status: Continuing

Flexible Work Option: Onsite 5 days/week

Security Level: Reliability

Language Requirement: English Essential

Closing Date: 28/08/2026

Country: Canada

Title: Administrative Assistant

Location: Moose Jaw, SK

Build quality. Strengthen Canada.

Are you an organized, detail-driven professional who keeps teams moving? DCC is looking for an Administrative Assistant at the Moose Jaw Site to provide timely, high-quality support in contract payments, document control, reception, financial administration, and data management.

Defence Construction Canada (DCC) has supported national defence since 1951 by delivering infrastructure and environmental solutions for the Government of Canada. As an Administrative Assistant, you will help keep that work moving through accurate records, contract payment support, document control, front-office activities, and support to all staff on site. DCC is also proud to be the first federal—and only government—organization recognized as a Gold Seal Employer under the Canadian Construction Association’s Construction Management Certification Program.

What You’ll Do

Administrative Support

• Provide daily administrative and operational support to employees at the Moose Jaw Site.
• Support other administrative staff with shared priorities, coverage, and site workflow.
• Maintain documents, records, files, databases, and correspondence in support of document control and contract administration.
• Prepare, track, and file contract documents, payment records, meeting materials, and routine correspondence.
• Take and prepare minutes for monthly meetings.
• Perform receptionist duties, including greeting visitors, responding to inquiries, directing calls, and supporting front-office coordination.

Financial and Data Management

• Process accounts payable, vendor payments, service billing, and contract payment information with accurate coding, approvals, documentation, and data entry.
• Perform quality control on data entry, including expenses, timesheets, accounts payable, service billing, and contract administration information.
• Enter and maintain data related to procurement, contract administration, payment processing, and time reporting in the enterprise system.
• Assist with year-end financials, new fiscal year file setup, records archiving, and document retention.

Operational Coordination

• Prepare purchase orders for office supplies, furniture, and service contracts.
• Support site administrative processes, records management, and operational coordination as needed.

What We’re Looking For

Education & Experience

Minimum Requirements

• College diploma in Business Administration, Office Administration, or a related field.
• Three years of relevant administrative experience or an equivalent combination of education and experience.

Preferred Qualifications

• General accounting coursework and/or basic accounting experience.

Skills & Abilities

• Administrative best practices, records management, and intermediate Microsoft Office skills.
• Understanding of accounting principles, accounts payable, and financial processes.
• Ability to use applicable computer software and operating systems.
• Strong attention to detail, organization, communication, and the ability to manage multiple priorities and deadlines.

About Moose Jaw

Moose Jaw—ranked #2 among Canada's top small cities and known for one of the \"Coolest Downtowns in Canada\"—is a vibrant community 73 km west of Regina.

Rich in history and home to the Snowbirds (CF 431 Air Demonstration Squadron), Moose Jaw offers:

• Mosaic Place & WHL Moose Jaw Warriors
• The Trans Canada Trail
• Mineral spas, local shops, murals, and attractions like the Tunnels of Moose Jaw, Mac the Moose, and the Western Development Museum. It's a welcoming city with big amenities and small-town charm—a great place to build your career and your life.

Why Join Us?

We offer meaningful work, opportunities for professional growth, and one of the most competitive benefits packages available—valued at approximately 25–30% of your salary.

Health & Wellness

• 100% employer-paid health and dental premiums
• Generous annual sick leave
• $400 annual wellness allowance
• $2,500 mental health coverage in addition to regular paramedical coverage
• Telus Virtual Health Care
• $750 Health Care Spending Account

Home & Family

• Life, accidental death, and short-term disability insurance
• Enhanced employee and family assistance program
• Maternity and parental leave top-up to 93% of regular earnings for up to 37 weeks
• Flexible workplace options, including a $400 work-from-home allowance every two years

Leave & Retirement

• Public-service pension plan
• Comprehensive vacation and paid leave programs
• Deluxe travel benefit plans

Working Conditions

• Typical office environment
• Occasional travel may be required

If you're a detail-oriented professional who enjoys supporting teams, managing multiple priorities, and contributing to organizational success, we'd love to hear from you.

Required

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!

Roles at DCC will require security at various levels including Reliability, Secret, Top Secret and for Canadian Eyes Only (proof of Citizenship required). While we welcome applications to our roles who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information, selection will depend on the specific role’s requirements.

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.

DCC’s goal is to provide barrier-free access to employment opportunities and workspaces for employees and candidates. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, accessible meeting rooms or other accommodations), please let us know and we will work with you to meet your needs. Should you require accommodation, please email [e-mail].