Administrative Assistant / Financial Clerk

Canadian Security Intelligence Service (CSIS) | Service canadien du renseignement de sécurité (SCRS); Ottawa; 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. This role involves processing requests, managing appointments, and coordinating logistics for meetings and events. The ideal candidate will have strong organizational skills and proficiency in word processing and spreadsheets. Join a diverse and inclusive workplace that values adaptability and client service. If you're looking for a fulfilling role where you can make a difference, this opportunity is perfect for you.

Qualifications

• 2 years of experience with a college diploma or 4 years with a high school diploma.
• Proficient in administrative tasks and customer service.

Responsibilities

• Process administrative requests supporting various fields.
• Manage appointments and maintain tracking systems.
• Coordinate logistics for meetings and events.

Skills

General administrative duties

Customer service experience

Proficiency with word processing

Proficiency with email

Proficiency with databases

Proficiency with spreadsheets

Adaptability

Organizational skills

Collaboration

Rigor

Education

College diploma

High school diploma

Job description

Job Summary

Administrative Assistant

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

Major Responsibilities:

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

Financial Clerk

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

Major Responsibilities:

• Verify accounts ensuring compliance with Section 34 of the Financial Administration Act.
• Manage the contingency account and cash advances, including control and reconciliation.
• Liaise with managers/employees on expenditures to ensure policy compliance.
• Reconcile financial reports.
• Process invoice payments within deadlines.
• Verify contract terms for payments, ensure correct financial coding.
• Communicate with suppliers to ensure accuracy of transactions 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; foreign credentials require Canadian equivalency.

Experience

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

Competencies

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

Assets

Additional qualifications that enhance work ability include experience in data entry, file management, data quality assurance, electronic records management, handling large sums of money, and physical ability to lift 20 kg.

Conditions of Employment

• Valid Canadian driver’s license for Burnaby position.

Notes

Most work is in-office; accommodations available upon request. Visit Canada.ca for application tips. Candidates must be eligible for an Enhanced Top Secret security clearance. Employment is committed to diversity and inclusion. Self-identification of employment equity groups is encouraged. Accommodations for disabilities are available. Indigenous land acknowledgment is included. Personal data is protected under the Privacy Act. Only shortlisted candidates will be contacted.