Administrative Assistant / Financial Clerk

Canadian Security Intelligence Service (CSIS) | Service canadien du renseignement de sécurité (SCRS); Burnaby; On-site; CAD 40,000 - 75,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to support various administrative functions. This role involves processing requests, managing schedules, and coordinating logistics for meetings and events. The ideal candidate will have strong organizational skills and proficiency in software applications. You will play a crucial role in enhancing administrative procedures and ensuring smooth operations within the organization. If you are adaptable, detail-oriented, and passionate about providing excellent service, this position offers a great opportunity for growth in a dynamic environment.

Benefits

Flexible work arrangements

Accommodations for disabilities

Diversity and inclusion initiatives

Qualifications

• 2+ years of relevant experience with a college diploma or 4+ years with a high school diploma.
• Experience in general administrative duties and customer service.

Responsibilities

• Process administrative requests in various fields including HR, finance, and technology support.
• Coordinate logistics for meetings and maintain tracking systems.

Skills

General administrative duties

Customer service

Proficiency in software applications

Data entry

File management

Education

College diploma

High school diploma

Tools

Word processing software

Email applications

Databases

Spreadsheets

Job description

Job Summary

Administrative Assistant

Location: Burnaby, British Columbia; Toronto, Ontario; Montréal, Québec; Ottawa, Ontario

Major Responsibilities:

• Process and distribute administrative requests to support various administrative fields such as human resources, finance, procurement, budgeting, records management, technology support, and operational duties.
• Compose routine correspondence, prepare and format documents, reports, tables, and presentations; generate reports; review documents for quality; and manage data and information tracking.
• Coordinate logistics for travels, meetings, interviews, conferences, and other events, including preparing related materials and forms.
• Manage scheduling of appointments, meetings, and events in the executive calendar.
• Maintain and update tracking systems like logs, spreadsheets, databases, and files.
• Serve as the main contact for administrative requests and advise on administrative procedures.
• Suggest improvements to administrative procedures and templates.

Financial Clerk

Locations: Burnaby, British Columbia; Toronto, Ontario; Ottawa, Ontario

Major Responsibilities:

• Verify accounts ensuring compliance with the Financial Administration Act.
• Manage the contingency account and cash advances, including control and reconciliation.
• Liaise with managers and employees on expenditures to ensure policy compliance.
• Reconcile financial reports and process invoice payments.
• Verify contract compliance before processing payments and liaise with suppliers to ensure transaction accuracy.

Education

• College diploma with 2 years of relevant experience or
• High school diploma with 4 years of relevant experience.

The diploma must be from an accredited Canadian institution or recognized equivalency if obtained outside Canada. Higher education may count towards experience.

Experience

• General administrative duties
• Customer service to internal/external clients
• Proficiency in software applications such as word processing, email, databases, and spreadsheets

Competencies

• Adaptability / Flexibility
• Client Service
• Collaboration
• Organizational Skills / Multitasking
• Rigour

Assets

Additional qualifications that enhance work ability, such as experience in data entry, file management, data quality assurance, records management, handling large sums of money, or physical ability to lift and carry heavy loads.

Conditions of Employment

• Valid Canadian driver’s license for Burnaby position.

Notes

Most work is in-office; flexible arrangements are being explored. Accommodations available upon request during recruitment.

Security Requirements

Eligibility for an Enhanced Top Secret security clearance, including a security interview, polygraph, and background checks. No illegal drug use from application submission onward.

Others

Applicants must demonstrate how they meet all education and experience criteria. CSIS is an independent agency with its own staffing processes. Committed to diversity and inclusion, encouraging applications from all qualified candidates, including those from employment equity groups. Accommodations available for disabilities. We acknowledge Indigenous lands and promote reconciliation. Personal information is protected under privacy laws. Only shortlisted candidates will be contacted.