Defence Construction Canada Looking for Administrative Assistant at Courtenay, BC Full Time

Who Can Apply?:
Internal (DCC Employees) and External (General Public)

Salary Range:
$43,548 – $58,790

Employment status:
Continuing

Term Length:Security Level:
Reliability

Language Requirement:
English

Closing Date:
30/03/22

Position Reports To:
Lindsay McCotter

Country:
Canada

Comox is a lovely town located on Vancouver Island’s east coast. It is approximately 3 hours north of the City of Victoria and 1.5 hours north of Nanaimo. Comox Valley has a taste of all British Columbia’s wonders. Whether it is skiing/snowshoeing down Mount Washington ski hill, tubing down Puntledge River, beachcombing at Hornby Island or hiking/biking on Cumberland trails, there is always an outdoor adventure nearby in all seasons. If you need a break from the woods, you can kick-back and enjoy the mountainous scenery and explore the many cute cafes, bakeries, and boutiques that Comox Valley has to offer.

The Administrative Assistant coordinates and carries out administrative activities that are, typically, of moderate complexity and scope. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. The incumbent also coordinates the preparation of human resources documentation.

KEY AND PERIODIC ACTIVITIES

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

Primary

Provide daily administrative support

Enter data related to service line transactions and activities into system (e.g. budget tracking, time entry, procurement, contract administration)

Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments)

Support service billing activities (e.g. prepare documentation, validate and ensure monthly follow-up for service level arrangements)

Carry out document and records management (electronic and hard copy filing, archiving)

Process accounts payable and other financial transactions (e.g. vendor payments, expense claims, journal entries)

Coordinate preparation of human resources documentation between the site, regional office and Head Office

Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry)

Other

Maintain training records

Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)

Take and prepare minutes of monthly staff meetings

Prepare purchase orders (e.g. for office supplies, furniture, service contracts)

Perform receptionist duties and act as back-up for other administrative employees, as required

Other duties as assigned

SKILLS

General and Specific Knowledge

Administrative best practices

Accounting principles

Formal Education and/or Certification(s) and Experience

Minimum: high school diploma with some general accounting courses and four years relevant experience, or the equivalent

Preferred: college diploma or certificate in administration, business management, accounting or related field

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

Occasionally coordinate the work of administration staff within the business unit

WORKING CONDITIONS

Typical office environment with occasional travel

Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment

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.

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. Within thirty (30) days of accepting employment with DCC, all Employees must familiarize themselves with the Code, and sign the Employee Certification, which states that they have read and understand the Code and acknowledge that compliance with its terms and requirements is a condition of employment 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.

DCC is committed to employment equity and actively encourages applications from women, Indigenous people, persons with disabilities and visible minorities. If selected for an interview, please advise us if you require special accommodation.

All offers of employment are conditional upon successful job candidates attesting to their vaccination status and providing proof of vaccination. 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 [email protected].