Job Description

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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.

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\xe2\x80\x99 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

Winnipeg is a culturally diverse city with more than 100 languages and nationalities represented throughout the region. Winnipeg is known for its unique winter experiences, flourishing arts scene, colorful festivals, and character neighborhoods, as well as its green spaces and access to outdoor activities.

17 Wing Winnipeg is located at the Canadian Forces Base (CFB) Winnipeg. 17 Wing Winnipeg generates, delivers, and sustains air missions in support of the Royal Canadian Air Force (RCAF) mandate, and provides support to Lodger Units and the Canadian Armed Forces (CAF). It provides aircrew training, specialized education, and aircrew environmental skills training. As a support base, 17 Wing Winnipeg provides administrative, operational, and logistical support to more than 113 units at 35 sites and 10 armouries across an extended geographical area. It also supports NORAD fighter operations as a Deployed Operations Base for the CF-18 Hornets as required. 17 Wing Winnipeg proudly supports both 1 and 2 Canadian Air Divisions as lodger units.

Defence Construction Canada