Administrative Assistant

Defence Construction Canada; Kingston; Hybrid; CAD 58,000 - 77,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to provide vital support to their Contract Services team. In this role, you will coordinate administrative activities, manage data entry, and ensure the accuracy of documents and reports. This position offers a dynamic work environment with opportunities for professional growth and a comprehensive benefits package, including health coverage and a wellness allowance. If you thrive in a collaborative setting and are passionate about delivering high-quality administrative support, this is the perfect opportunity for you.

Benefits

Public service pension

100% employer-paid health and dental premiums

$400 Wellness Allowance

$1,500 for mental health services

$750 Health Care Spending Account

Telus Virtual Health Care

Maternity and parental leave top-up

$400 work-from-home allowance

Enhanced employee assistance program

Comprehensive vacation plans

Qualifications

• Minimum 5 years relevant experience in administrative roles.
• Proficient in MS Office and electronic bidding platforms.

Responsibilities

• Coordinate administrative support for contract services.
• Track budgets and generate reports for managers.

Skills

Administrative best practices

Accounting principles

Advanced MS Office expertise

Familiarity with electronic bidding platform(s)

Records management

Education

College diploma in business or office administration

Tools

Enterprise resource planning system

Electronic bidding system

Job description

Who Can Apply?:

Internal (DCC Employees) and External (General Public)

Salary Range

$58,544 - $76,106

Employment Status

Continuing

Term Length

Security Level:

Secret

Language Requirement

English Essential

Closing Date

23/05/2025

Country

Canada

Summary

The Administrative Assistant, as the lead administrator for the business unit or service line, coordinates and provides a range of administrative support services to the Contract Services, Regional Service Line Leader, Regional Office Contract Services Team and the Regional Operations Manager. The incumbent acts as the administrative technical specialist within the business unit. The incumbent independently carries out administrative activities and provides high-quality, timely, efficient and effective services. The Administrative Assistant enters and reports data and carries out documents and records management. The incumbent coordinates the review of time entry documentation and provides functional guidance to other administrative staff in the contract services service line.

KEY AND PERIODIC ACTIVITIES

The duties and responsibilities listed below are representative but not all-inclusive:

Primary

• Coordinate and provide administrative support to the Contract Services, Regional Service Line Leader, Regional Office Contract Services Team and the Regional Operations Manager.
• Orient and provide guidance to other administrative assistants to ensure consistency of service line requirements
• Proofread, review and validate documents prior to manager signature Carry out quality control of data entry (e.g. for time-entry reporting, accounts payable, service billing notice of proposed procurements)
• Generate tracking tools and gather data for manager to meet reporting requirements
• Track budgets for service level agreements
• Generate and ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports procurement summaries)
• Enter data related to contract services, service line transactions and activities in enterprise resource planning system and electronic bidding system (e.g. budget tracking, time entry, procurement, contract administration, notice of proposed procurements)
  
  

Other

• Take and prepare minutes of monthly meetings
• Provide administrative solutions to improve site services
• Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
• Other duties as assigned
  
  

Skills

General and Specific Knowledge

• Administrative best practices
• Accounting principles
• Advanced MS Office expertise
• Familiarity with electronic bidding platform(s)
• Records management
  
  

Formal Education And/or Certification(s) And Experience

• Minimum: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
  
  

Abilities

• Use applicable computer software and operating systems
• Manage multiple deadlines and priorities
• Demonstrate attention to detail
  
  

DEVELOPMENT AND LEADERSHIP

• Provide functional advice and guidance to employees
  
  

WORKING CONDITIONS

• Typical office environment with occasional travel
  
  

Check Out The Benefits

Working with DCC offers excellent opportunities for growth – and entitles you to one of the job market’s best benefits packages. In your role as Administrative Assistant, your package is valued at 25% to 30% of your salary.

Your Package Will Include

• Public service pension
• 100% employer-paid annual sick leave, health and dental premiums, and life, accidental death, and short- and long-term disability insurance
• $400 Wellness Allowance (e.g., gym membership)
• $1,500 for mental health services on top of regular $1,500 paramedical coverage
• $750 Health Care Spending Account (for some medical expenses that aren’t covered under provincial plans or our standard insurance plan)
• Telus Virtual Health Care
• Maternity and parental leave top-up plan to 93% of regular gross earnings for a maximum of 37 weeks
• Hybrid workplace options including $400 allowance every two years to support work-from-home options
• Enhanced inConfidence employee and family assistance program
• Deluxe travel benefit plans
• Comprehensive vacation and other paid leave plans
  
  

Kingston, Ontario

Historic Kingston—located on the St. Lawrence River, halfway between Ottawa and Toronto—has many of the features of much larger cities but a small-town atmosphere and lifestyle. Home to three post-secondary institutions (Queen’s University, Royal Military College and St. Lawrence College) and a lively arts scene, Kingston is regularly ranked among the top 10 places to live and work in Canada.

To begin a career with Defence Construction Canada (DCC), you must be a Canadian Citizen or a permanent resident of Canada.As a condition of employment with DCC, a minimum reliability security status clearance is required and some roles may require secret security status clearance.

DCC is responsible for the Personnel Security Clearance process . Typically to be eligible for a "Reliability" clearance, you must have five years of verifiable background information and to be eligible for a "Secret" clearance, you must have 10 years of verifiable background information. The process usually involves reference inquiries, verification of qualifications, criminal records checks, and credit checks (as required) and may require fingerprints. For more information about obtaining a security clearance, please review the Standard on Security Screening .

Required

The appropriate security clearance is a condition of employment and it is the candidate’s or employee’s responsibility to ensure, they are able to obtain and maintain their required security level clearance to begin or continue their employment with DCC.Failure to obtain or maintain, the appropriate level of security clearance means either the candidate or employee will not receive a job offer, the conditional offer will be rendered null and void or their employment will be terminated with cause. A thorough security clearance process will be applied to all candidates or employees considered for an appointment; this process includes inquiries, verifications and assessments regarding matters such as, but not limited to:

• criminal record checks
• reference checks
• previous employment
• open source checks
• credit/financial status
  
  

DCC's Code of Business Conduct (Code) is a condition of employment. It serves to enhance public confidence in the integrity of DCC Employees and provides clarity to Employees on a number of issues, including real or perceived conflicts of interest. Before applying to this (or any) position at DCC, candidates shall familiarize themselves with the Code, because new employees are required to certify that they have read, understood, and agreed to observe the Code upon commencing work at DCC. Employees are further required to review their obligations under the Code and notify the President's Office of any changes in their circumstances at the earliest possible opportunity, and to complete the Annual Update once a year.

Be part of a diverse and inclusive workplace!

At DCC, we are committed to ensuring everyone has a voice and can be their authentic selves in our workplace. We actively encourage applications from all, including but not limited to, women, Indigenous Peoples, persons with disabilities, visible minorities and members of the LGBTQ2+ community. We also welcome applications from those who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information.

DCC is an equal opportunity employer and will consider all requests for accommodation based on a medical contraindication, religion or another prohibited ground for discrimination under the Canadian Human Rights Act. Should you require accommodation, please email [e-mail] .