Administrative Assistant & Financial Clerk

Job Summary

Administrative Assistant

Location: Burnaby, British Columbia, Toronto, Ontario, Montréal, Québec and Ottawa, Ontario

Major Responsibilities:

• Process and distribute administrative requests in accordance with established procedures and administrative practices to support one or more administrative fields such as human resources, finance, procurement, budgeting, records/information management, technology/equipment support, operational support and/or other general administrative duties.
• Compose routine administrative correspondence; input/format documents, reports, tables and presentations; generate administrative reports from existing, and readily available information; provide administrative quality review of documents; set up and track/log information and/or data.
• Assist in the coordination of logistics related to travels, visits, meetings, interviews, conferences and/or other events and prepare /assemble related materials, documents, and forms (e.g. webforms, invoices, expense claims, taxi chits, etc.).
• Input, track and schedule appointments, meetings and events into the executive calendar.
• Maintain and update tracking systems including logs, spreadsheets, databases and file documents and information for one or more administrative fields.
• Act as main point of contact for administrative requests and serve as a resource person providing guidance on administrative processes and procedures.
• Recommend improvements in administrative procedures and templates.
  
  

Financial Clerk

Location: Burnaby, British Columbia, Toronto, Ontario and Ottawa, Ontario

Major Responsibilities:

• Perform account verification responsibilities ensuring certification of Section 34 of the Financial Administration Act on all documents
• Administer and maintain the contingency account/cash advance system including control and reconciliation of the contingency by distributing and receiving money
• Liaise with managers/employees on expenditures by ensuring that they comply with policies and regulations
• Reconciliation of financial reports
• Process payment of invoices within specified time frames
• Process payment of accounts by verifying that all contract terms and conditions have been met and determining the right financial coding to avoid financial loss and payment duplication
• Liaise with suppliers to give and obtain information necessary to ensure the accuracy of accounts/financial transactions and to rectify any irregularities
  
  

Education

• College diploma and (2) years of experience*, or
• High school diploma and (4) years of experience *
  
  

The College Diploma must be in field of studies needed for the position. It must be obtained from an accredited learning institution recognized in Canada. If you completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense from an accredited learning institution recognized in Canada.

Note: Any higher level of education (Undergraduate) could be recognized as some of the experience.

Experience

• Experience in general administrative duties;
• Experience providing service to internal or external clients / general public.
• Experience using a variety of software, including but not limited to: word processing, email, database and spreadsheet applications.
  
  

Competencies

• Adaptability / Flexibility
• Client Service
• Collaboration
• Organizational Skills / Multitasking
• Rigour
  
  

Assets

An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements, but which is not strictly required. Assets can help determine right fit in certain circumstances.

Candidates may also demonstrate in their application if they meet any of the following asset criteria:

• Experience in data entry
• Experience performing file organization and management (search and retrieval) or managing information life cycle
• Experience in data services such as quality assurance and data integrity
• Experience working in an information management or record keeping environment using electronic document and records management systems
• Experience in handling large amounts of money and daily cash balancing
• Ability to Lift, carry, push and/or pull a minimum of 20 kgs (45 lbs) and maintain the physical demands of the position
  
  

Conditions of Employment

• Employees must possess and maintain a valid and permanent Canadian driver’s license for the duration of their employment in that position. (Burnaby only)
  
  

Notes

While we continue to explore opportunities for flexible work arrangements, t he majority of work in our organization must be done in the office and cannot be performed at home.

If you need accommodations during the recruitment process, please mention it to the HR representative.

You are invited to visit Canada.ca for tips on how to submit a powerful application: How to Submit a Powerful Application

Reference Links

• Salary Grade Breakdown
  
  

Security Requirements

Candidates must be eligible to receive an Enhanced Top Secret security clearance. The process involves a security interview, a polygraph, and a background investigation that includes credit and financial verifications. The use of illegal drugs is a criminal offense. Drug use is an important factor considered in your reliability and suitability assessment during the selection process. Therefore it is important not to use any illegal drugs from the time you submit your application.

Others

Important

Applicants must clearly demonstrate in their application how they meet each Education and Experience criteria. Failure to do so will result in the applicant being screened out of the career opportunity.

CSIS is a separate employer and is not subject to the Public Service Employment Act (PSEA) . CSIS has its own classification, compensation system, and a different staffing regime. As such, we use a different staffing process and terminology.

CSIS is committed to building a workforce that is truly representative of the Canadians it serves by cultivating a diverse and inclusive workplace environment. This will be achieved by increasing employment equity group representation (including persons with disabilities, visible minorities, Indigenous peoples, and women) at all levels within the organization through hiring and talent management practices. We will also ensure that appropriate accommodations are made (e.g., specialized equipment, changes to physical workspace) to provide employment opportunities for all qualified candidates. In support of achieving a greater, diverse and skilled workforce, we strongly encourage those individuals who belong to one or more of the employment equity groups to self-identify when applying.

Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential.

CSIS Offices in Canada are located on various ancestral and traditional lands. In the spirit of reconciliation, we acknowledge all Indigenous People across Canada and their connection to these lands.

The personal information provided in your application is protected under the Privacy Act and will be held in Personal Information Bank SIS/P-PU-025.

We thank all applicants for their interest in CSIS. However, only those who are selected for further consideration will be contacted.

Apply Now