The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. 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.

At Defence Construction Canada, we owe our success to people and processes. We are currently seeking an Administrative Assistant who is upbeat, motivated by excellence, and eager to contribute to the success of our team.  The ideal candidate will be a master multi-tasker with experience working in an office, performing administrative tasks, and an above average knowledge of MS Office, especially MS Excel.  The successful candidate has excellent communication skills and impeccable attention for detail with an ability to manage complex assignments while meeting changing deadlines. 

KEY AND PERIODIC ACTIVITIES
The duties and responsibilities listed below are representative but not all-inclusive:
Primary

• Provide daily administrative and operational support to employees at all levels of the business unit
• Coordinate and provide administrative support and guidance to new administrative assistants to ensure consistency of business unit or service line requirements
• Carry out quality control of data entry (e.g. monthly expenses, timesheet reporting, accounts payable, service billing)
• Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)
• Track budgets for service level agreements and training and development
• Process account payables and vendor payments, ensure proper financial coding, obtain delegated signatures and enter data in enterprise resource planning system
• Prepare year-end financials, set up files and databases for new fiscal year, archive files

Other

• Take and prepare minutes of monthly meetings
• Prepare purchase orders (e.g. for office supplies, furniture, service contracts)
• Perform receptionist duties and act as backup for other administrative employees, as required
• Other duties as assigned

SKILLS 
General and Specific Knowledge

• Administrative best practices
• Accounting principles
• Intermediate MS Office expertise
• Records management 

Formal Education and/or Certification(s) and Experience

• Minimum: college diploma in business or office administration or related field with three years’ relevant experience, or the equivalent
• Preferred: minimum requirements and general accounting courses and/or basic accounting experience

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 work of other administrative staff in business unit

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

Borden, Ontario

CFB Borden is located approximately 100 Km north of Toronto, in the heart of Simcoe County, one of the major tourist areas in Ontario. CFB Borden is ideally located to service personnel from all across Canada. Simcoe County is a four-season destination lying between Georgian Bay and Lake Simcoe and is less than one hour north of Toronto. It boasts the longest freshwater beach in the world and has some of the best fishing, boating and skiing in all of Ontario. The Trent Severn Waterway traverses the County going through Lake Simcoe, Lake Couchiching and the Severn River where it spills into Georgian Bay, providing a boater’s haven. For more details, please visit www.county.simcoe.on.ca.

CFB Borden was opened in 1916 and is located about 20 kilometres west of the City of Barrie in south-central Ontario. From the outset, the Base has been used for training. A multi-year infrastructure construction program is currently underway which aims to consolidate all training and quarters functions into two separate areas. In support of this program DCC’s current involvement includes the procurement and management of construction and various other contracts.