Job Description

The Administrative Assistant coordinates and carries out administrative activities for the Project and Program Management service line for employees at all levels of the business unit. Leveraging their knowledge of the construction industry, the incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management for defence projects and programs across the southern Ontario region. 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 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
• Project accounting principles
• Intermediate MS Office expertise, with demonstrated advanced skills in MICROSOFT EXCEL (Pivot Tables, V Look-ups, etc.)
• 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 (in office 3-4 days a week) with occasional travel

Check out your benefits
Working with us offers excellent opportunities for growth and advancement--and entitles you to one of the job market's best benefits packages valued at between 25 and 30% of your salary.
Your package includes:
Health and Wellness

• 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

Home and Family

• 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

Leave and Retirement

• Public-service pension
• Comprehensive vacation and other paid-leave plans, along with deluxe travel benefit plans

Skills Required