Administrative Assistant

Defence Construction Canada•Quebec, QC

2d•Onsite

About The Position

The Administrative Assistant, based at the Saint-Jean-sur-Richelieu Military base, 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.

Requirements

Administrative best practices
Accounting principles
Intermediate MS Office expertise
Records management
Minimum: college diploma in business or office administration or related field with three years’ relevant experience, or the equivalent
Use applicable computer software and operating systems
Manage multiple deadlines and priorities
Demonstrate attention to detail

Nice To Haves

General accounting courses and/or basic accounting experience

Responsibilities

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
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
Provide functional advice and guidance to employees
Occasionally coordinate work of other administrative staff in business unit

Benefits

100% employer-paid annual sick leave, and health and dental premiums
$400 wellness allowance to help cover expenses such as a gym membership
$2,500 for mental health services on top of regular $2,500 paramedical coverage
Telus Virtual Health Care and $750 Health Care Spending Account for some expenses not covered under provincial plans
Life, accidental-death, and short-term disability insurance
Enhanced inConfidence employee and family assistance program
Maternity and parental leave top-up plan to 93% of regular gross earnings for up to 37 weeks
Flexible workplace options, including $400 allowance every two years, to support working from home
Public-service pension
Comprehensive vacation and other paid-leave plans, along with enhanced travel benefits coverage