Administrative Assistant / Financial Clerk

Job Summary

Administrative Assistant

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

Major Responsibilities:

1. Process and distribute administrative requests supporting fields such as human resources, finance, procurement, budgeting, records management, technology support, and operational duties.
2. Compose routine correspondence, prepare documents, reports, and presentations, generate reports, review documents, and manage information tracking.
3. Coordinate logistics for travel, meetings, interviews, conferences, and prepare related materials.
4. Manage appointments and events in the executive calendar.
5. Maintain and update tracking systems including logs, spreadsheets, and databases.
6. Serve as the main contact for administrative requests and guide on procedures.
7. Suggest improvements in administrative processes and templates.

Financial Clerk

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

Major Responsibilities:

1. Verify accounts and certify documents per the Financial Administration Act.
2. Manage the contingency account and cash advances, including control and reconciliation.
3. Coordinate with managers and employees on expenditures to ensure policy compliance.
4. Reconcile financial reports.
5. Process invoice payments within deadlines.
6. Verify contractual compliance and appropriate financial coding for payments.
7. Liaise with suppliers to ensure account accuracy and resolve irregularities.

Education

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

The diploma must be from an accredited Canadian institution, with equivalency proof required if obtained outside Canada. Higher education may count as experience.

Experience

• General administrative duties.
• Customer service experience.
• Proficiency with software such as word processing, email, databases, and spreadsheets.

Competencies

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

Assets

Additional qualifications that enhance ability to perform the job include experience in data entry, file management, data integrity, electronic records management, handling large sums of money, and physical ability to lift 20 kg.

Conditions of Employment

• Must hold a valid Canadian driver’s license (Burnaby only).

Notes

Most work is in-office; flexible arrangements are under consideration. Accommodations available upon request during recruitment. Visit Canada.ca for application tips.

Security Requirements

Eligibility for an Enhanced Top Secret security clearance, involving interviews, polygraph, and background checks. Abstain from illegal drug use during the process.

Others

Applicants must demonstrate how they meet all education and experience criteria. CSIS is a unique employer, committed to diversity and inclusion, and encourages applications from all qualified candidates, including those from employment equity groups.

Accommodation requests for disabilities should be made early in the process. CSIS acknowledges Indigenous lands and is committed to privacy and confidentiality.

Only shortlisted candidates will be contacted. Thank you for your interest.