Administrative Assistant / Financial Clerk

Service canadien du renseignement de sécurité (SCRS); Montreal; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to support various administrative functions across multiple locations. This role involves processing requests, managing executive calendars, and ensuring compliance with financial regulations. The ideal candidate will possess strong organizational skills and proficiency in essential software tools. With a commitment to diversity and inclusion, this opportunity offers a chance to contribute to a dynamic team in a supportive environment. If you thrive in a structured yet adaptable setting, this position could be the perfect fit for you.

Qualifications

• 2 years of experience with a college diploma or 4 years with a high school diploma.
• Experience in administrative duties and client service is essential.

Responsibilities

• Process administrative requests to support various fields.
• Manage appointments and maintain executive calendars.

Skills

Administrative Duties

Client Service

Organizational Skills

Adaptability

Collaboration

Education

College Diploma

High School Diploma

Tools

Microsoft Word

Databases

Spreadsheets

Email

Job description

Job Summary

Administrative Assistant

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

Major Responsibilities

1. Process and distribute administrative requests following established procedures to support fields such as human resources, finance, procurement, budgeting, records management, technology support, and other administrative duties.
2. Compose routine correspondence, format documents, reports, tables, and presentations; generate reports; review documents for quality; track and log information.
3. Coordinate logistics for travels, meetings, conferences, and prepare related materials and forms.
4. Manage appointments, meetings, and events in the executive calendar.
5. Maintain and update tracking systems like logs, spreadsheets, databases, and files.
6. Serve as the main contact for administrative requests and guide on procedures.
7. Recommend improvements to administrative procedures and templates.

Financial Clerk

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

Major Responsibilities

1. Verify accounts ensuring compliance with 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 contract compliance and financial coding for payments to avoid errors.
7. Liaise with suppliers to ensure transaction 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 or recognized internationally with Canadian equivalency. Higher education may count toward experience.

Experience

• Experience in administrative duties and client service.
• Proficiency with software such as Word, email, databases, and spreadsheets.

Competencies

• Adaptability, client service, collaboration, organizational skills, rigor.

Assets

Additional qualifications that enhance work ability, such as experience in data entry, record management, data quality, or handling cash. Ability to lift 20 kg (45 lbs).

Conditions of Employment

• Valid Canadian driver’s license required for Burnaby position.

Notes

Most work is office-based; flexible arrangements are being explored. Accommodations available upon request. Visit Canada.ca for application tips.

Security Requirements

Eligibility for an Enhanced Top Secret security clearance, including a background check and polygraph.

Others

Applicants must demonstrate how they meet all criteria. CSIS is an independent employer, committed to diversity and inclusion, and provides accommodations for applicants with disabilities. Indigenous acknowledgment and privacy considerations are noted. Only shortlisted candidates will be contacted.