The Administrator, Human Resources and Finance, reports to the Director, Human Resources, and provides administrative support to the Human Resources and Finance teams, including the Vice-President, Finance and Human Resources, and Chief Financial Officer. The incumbent assists in all aspects of meeting organization (preparing and distributing documents, confirming meeting attendance and taking minutes) and coordinates candidate interviews and second-language testing. The Administrator also provides general administrative support to Human Resources and Finance team members, including coordinating expense claims, carrying out time entry, drafting employment letters, updating and maintaining Human Resources and Finance intranet pages, assisting with travel arrangements, onboarding new employees, processing and tracking invoices, accruals and budget expenditures, and managing employee training and leave calendars. The incumbent prepares presentations for various DCC programs, carries out document and records management tasks, and manages the directors’ and Vice-President’s calendars and scheduling.
KEY AND PERIODIC ACTIVITIES
The duties and responsibilities listed below are representative but not all-inclusive:
Primary
• Provide daily general administrative support to the Human Resources and Finance teams, and to the Vice-President, Finance and Human Resources, and Chief Financial Officer
• Draft employment letters; coordinate candidate interviews, second-language testing and training requests/administration; provide awards program support; administer time entry; and carry out other administrative activities to support Human Resources and Finance team members
• Assist in organizing meetings (e.g. confirm attendees’ availability, send invitations, prepare documents for distribution), coordinating logistical arrangements and preparing documentation and presentations for distribution; coordinate translation; and take minutes
• Carry out document and records management tasks (e.g. electronic and hard copy filing, archiving)
• Carry out quality control of data entry (e.g. for monthly expenses, time entry reporting, accounts payable)
• Produce, maintain and coordinate expense claims, including monthly expenditures reporting
• Track and manage required financial training for Operations
• Coordinate travel arrangements
• Prepare presentations for various DCC programs
Other
• Ensure compliance with corporate financial and administrative policies and processes
• Coordinate translation
• Other duties as assigned
SKILLS
General and Specific Knowledge
• Administrative best practices
• Database management
• Crown corporation or government department governance structures
Formal Education and/or Certification(s) and Experience
Minimum: diploma in administration or business and basic knowledge of finance and/or human resources with a minimum of two to three years’ relevant experience
Preferred: degree in business administration or human resources/finance
Abilities
• Demonstrate advanced administrative skills, knowledge and best practices
• Operate a wide range of software, including the MS Office Suite
• Manage multiple deadlines and priorities
• Demonstrate attention to detail
• Be resourceful and highly organized
• Possess excellent grammar and proofreading skills
• Understand the confidentiality of Human Resources and Finance documents and practices
• Be bilingual (English and French); mandatory
DEVELOPMENT AND LEADERSHIP
• Provide occasional functional advice and guidance to employees
WORKING CONDITIONS
• Typical office environment
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 Administrator, HR & Finance your package is valued at 25% to 30% of your salary.
Your package will include:
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:
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.