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.
Defence Construction Canada
Victoria, British Columbia, Canada V8W 2M6
CAD 60260 Per Year
College Diploma In Business Or Office Administration
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 the 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 the enterprise resource planning system.
Prepare year-end financials, set up files and databases for a new fiscal year, and archive files.
Take and prepare minutes of monthly meetings.
Prepare purchase orders (e.g. for office supplies, furniture, and service contracts).
Perform receptionist duties and act as backup for other administrative employees, as required.
Other duties as assigned.
Skills for Getting :
General and Specific Knowledge:
Administrative best practices.
Intermediate MS Office expertise.
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.
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 the business unit.