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 a versatile Administrative Assistant/Financial Clerk to support various administrative functions. This role involves processing requests, managing schedules, and ensuring compliance with financial regulations. The ideal candidate will have strong organizational skills and experience in customer service, along with a knack for improving administrative procedures. Join a dynamic team where your contributions will enhance operational efficiency and support critical functions within the organization. If you're ready to make a difference and thrive in a collaborative environment, this opportunity is for you.

Qualifications

• Two years of experience with a college diploma, or four years with a high school diploma.
• Proficiency in administrative tasks and customer service.

Responsibilities

• Process administrative requests and support various fields.
• Verify accounts and ensure compliance with financial regulations.

Skills

General administrative duties

Customer service experience

Adaptability / Flexibility

Client Service

Collaboration

Organizational Skills / Multitasking

Rigour

Education

College diploma

High school diploma

Tools

Word

Databases

Spreadsheets

Email

Job description

Administrative Assistant / Financial Clerk

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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, operational support, and other administrative duties.
2. Compose routine correspondence, input and format documents, reports, tables, and presentations; generate reports; review documents; set up and track data.
3. Coordinate logistics for travels, meetings, interviews, conferences, and events; prepare related materials and forms.
4. Manage appointments and schedule events in the executive calendar.
5. Maintain and update tracking systems, logs, spreadsheets, databases, and files.
6. Serve as the main contact for administrative requests and guide on processes and procedures.
7. Suggest improvements in administrative procedures and templates.

Financial Clerk

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

Major Responsibilities:

1. Verify accounts ensuring compliance with Section 34 of the Financial Administration Act.
2. Maintain and control the contingency account and cash advances, including reconciliation.
3. Liaise with managers and employees on expenditures, ensuring policy compliance.
4. Reconcile financial reports.
5. Process invoice payments within deadlines.
6. Verify contract terms and determine correct financial coding to prevent errors.
7. Coordinate 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; foreign credentials require Canadian equivalency proof.

Experience

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

Competencies

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

Assets

Additional qualifications that enhance suitability but are not mandatory include:

• Data entry and file management experience.
• Experience with data quality and integrity.
• Experience with electronic records management systems.
• Handling large sums of money and cash balancing skills.
• Physical ability to lift and carry at least 20 kg (45 lbs).

Conditions of Employment

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

Notes

Most work is in-office; flexible arrangements are under consideration. Accommodations are available upon request.

Security Requirements

Eligible for an Enhanced Top Secret security clearance, including background checks and polygraph.

Additional Information

Applicants must demonstrate how they meet all criteria; CSIS is an independent agency with its own processes. We encourage diverse applicants and provide accommodations for disabilities.