Administrative Assistant / Financial Clerk

Job Summary

Administrative Assistant

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

Major Responsibilities

1. Process and distribute administrative requests according to established procedures to support areas such as human resources, finance, procurement, budgeting, records management, technology support, and other administrative duties.
2. Compose routine correspondence, prepare documents, reports, tables, and presentations, generate reports from available data, review documents for quality, and maintain information logs.
3. Coordinate logistics for travels, meetings, interviews, conferences, and other events, including preparing related materials and forms.
4. Manage the scheduling of appointments, meetings, and events in the executive calendar.
5. Maintain and update tracking systems such as logs, spreadsheets, databases, and files.
6. Serve as the main contact for administrative requests and provide guidance on administrative procedures.
7. Suggest improvements to administrative procedures and templates.

Financial Clerk

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

Major Responsibilities

1. Verify accounts ensuring compliance with Section 34 of the Financial Administration Act.
2. Manage the contingency account and cash advances, including control and reconciliation.
3. Coordinate with managers and employees on expenditures, ensuring adherence to policies.
4. Reconcile financial reports and process invoice payments timely.
5. Verify contract terms and codes to process payments accurately and avoid errors.
6. Liaise with suppliers to ensure transaction accuracy and resolve discrepancies.

Education

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

The diploma must be from an accredited Canadian institution; equivalent foreign credentials require validation.

Experience

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

Competencies

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

Assets

Additional qualifications that enhance suitability include experience in data entry, file management, data integrity, electronic records management, handling cash, and physical capacity to lift 20 kg.

Conditions of Employment

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

Notes

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

Security Requirements

Eligibility for an Enhanced Top Secret security clearance is required, involving comprehensive background checks.