Administrative Assistant

Who Can Apply?:
Internal (DCC Employees) and External (General Public)
Salary Range:
$50,407 - $65,528
Employment status:
Continuing
Term Length:
Security Level:
Secret
Language Requirement:
English Essential
Closing Date:
28/05/2025
Country:
Canada


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 +3% 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 1+16 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.

To begin a career with Defence Construction Canada (DCC), you must be a Canadian Citizen or a permanent resident of Canada. As a condition of employment with DCC, a minimum reliability security status clearance is required and some roles may require secret security status clearance.

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.

The appropriate security clearance is a condition of employment and it is the candidate’s or employee’s responsibility to ensure, they are able to obtain and maintain their required security level clearance to begin or continue their employment with DCC. Failure to obtain or maintain, the appropriate level of security clearance means either the candidate or employee will not receive a job offer, the conditional offer will be rendered null and void or their employment will be terminated with cause. A thorough security clearance process will be applied to all candidates or employees considered for an appointment; this process includes inquiries, verifications and assessments regarding matters such as, but not limited to:

criminal record checks

reference checks

previous employment

open source checks

credit/financial status


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. Before applying to this (or any) position at DCC, candidates shall familiarize themselves with the Code, because new employees are required to certify that they have read, understood, and agreed to observe the Code upon commencing work 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.


Be part of a diverse and inclusive workplace!

At DCC, we are committed to ensuring everyone has a voice and can be their authentic selves in our workplace. We actively encourage applications from all, including but not limited to, women, Indigenous Peoples, persons with disabilities, visible minorities and members of the LGBTQ2+ community. We also welcome applications from those who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information.

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 careers@dcc-cdc.gc.ca.