Administrative Assistant

Defence Construction Canada; Ottawa; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Health and dental premiums

Wellness allowance

Mental health services coverage

Telus Virtual Health Care

Health Care Spending Account

Life insurance

Employee assistance program

Parental leave top-up

Flexible workplace options

Public-service pension

Vacation benefits

Job summary

Defence Construction Canada is seeking an Administrative Assistant to coordinate and perform administrative tasks for employees across the NSR. The role focuses on high-quality, timely, and efficient services, including data entry, records management, and preparing HR documentation.

The incumbent supports a National Programs unit within DND-related projects, collaborates with multiple levels of staff, and ensures consistent business unit requirements are met.

Qualifications

• Minimum: college diploma in business or office administration or related field with three years’ relevant experience.
• Preferred: general accounting courses and/or basic accounting experience.

Responsibilities

• 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 ERP system (budget tracking, time entry, procurement, contract administration).
• Track budgets for service level agreements and training and development.
• Process accounts payable and vendor payments, ensure proper financial coding, obtain signatures and enter data in ERP system.
• Prepare year-end financials, set up files and databases for new fiscal year, archive files.

Skills

Administrative best practices

Accounting principles

MS Office proficiency

Records management

Education

College diploma in business or office administration

Job description

We have an exciting opportunity in the National Service Region (NSR)!

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 outdocument and records management. The incumbent also coordinates the preparation of human resources documentation.

Work Environment

National Programs Level B (NLB) support Department of National Defence (DND) professionals at all project stages of Royal Canadian Air Force (RCAF) to modernize, recapitalize and add new critical key infrastructure. DCC support a variety of Aircraft, Drone, Radar and supporting infrastructure projects in support of North American Aerospace Defense Command(NORAD) requirements. From problem identification and analysis, through planning, design and construction, NLB team recommends resource management approaches, project objectives and strategies, and schedule and performance metrics.

KEY AND PERIODIC ACTIVITIES

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 basicaccounting 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

Check out your benefits

Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your package includes:

Health and Wellness

• 100% employer-paid annual sick leave, and health and dental premiums
• $400 wellness allowance to help cover expenses such as a gym membership
• $2,500 for mental health services on top of regular $2,500 paramedical coverage
• Telus Virtual Health Care and $750 Health Care Spending Account for some expenses not covered under provincial plans

Home and Family

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

Leave and Retirement

• Public-service pension
• Comprehensive vacation and other paid-leave plans, along with enhanced travel benefits coverage