Administrative Services, Senior (Must have a Security Clearance)

LocationOttawa
Job CategoryOffice Admin & Legal
SP-ID26695
Position TypeContract
Application Deadline January 30, 2021
Experience Required1 year
Job DurationTemporary
Education RequiredN/A

MaxSys is currently looking for an Administrative Services, Senior for our Federal Client.
Qualifications:
 
Education:
• Secondary school diploma is required
Experience:
• Knowledge of SAP financial system
• Knowledge of theories, principles and practices related to financial, material, facilities management, HR practices and research and data gathering techniques.
• Knowledge of departmental and central agency policies and procedures concerning financial, material and facilities management.
• Knowledge of general administration principles, methods, practices and techniques; Research and Communication techniques.
• Knowledge of research and communication techniques; Administration principles.
• Knowledge of relevant Legislation, Regulations, Acts and Policies; Treasury Board, Departmental and Branch contracting policies and procedures; administrative contacts at federal departments and agencies; outside suppliers, contractors and stakeholders.
Duties that may include, but not limited to:
• Manages Director’s (or equivalent) agenda, answers general inquiries and redirects calls based on subject and urgency.
• Manages the flow of correspondence, (including e-mails), and incoming telephone calls; schedules appointments and meetings. Tracks the status of outstanding issues; researches information and composes memorandums, letters, e-mails, briefing notes. Synthesizes existing information from a number of sources to prepare reports and briefing documents; and determines the urgency, priority and relevance of material, information and communications.
• Plans, organizes and co-ordinates the provision of administrative services for general office management, office accommodation, office assignment and filing systems. Formulates and recommends options to managers for resolving problems which arise in the provision of services. Recommends changes to administrative procedures and practices.
• Researches and synthesizes background information. Provides administrative logistics support by recording and monitoring decisions and follows-up on commitments.
• Monitors emerging issues affecting the day-to-day operations of the organization. Identifies problems or concerns and recommends possible solutions.
• Develops and composes draft memoranda and correspondence related to financial, administrative, human resources and contract information and requirements.
• Draft responses to enquiries and requests seeking information pertaining to activities of the Division;
• Analyses the validity and appropriateness of the information and develops reports based on the information.
• Prepares applicable documents for the purchase of supplies and equipment and analyses options.
• Provides financial administrative support for the Budget Management Cycle: researches, compiles, and drafts reviews; finalizes a full range of financial reports; prepares and initiates cost-recovery transactions; processes accounts payable and receivable; verifies availability of funds for such things as travel, hospitality and service contracts, and other expenditures; sorts, compiles and formats data extracted from departmental financial control system; prepares financial scenarios on program needs; prepares contingency plans as well as bestcase scenarios; records budget, expenditures, commitments and revenue transactions in the departmental financial systems.
• In accordance with legislation, guidelines, policy and procedures, assits in preparing financial forecasts and estimates for approval of the Director (or equivalent); studies current expenditures; analyses and projects future requirements. Analyses discrepancies between actual and forecasted expenditures and recommends courses of action to resolve any anomalies.
• Inputs financial data, performs invoice and cost recovery processing, reconciliations of data between various systems (ie Microsoft Office, Microsoft Excel, SAP, pay system, etc.), reports, travel statements, travel reports and accounting records in accordance with the Departmental and Central Agency policies, regulations
• Inputs documents in MECS Executive-Ministerial correspondence systems, and as required perform search in the system.
• Works in cooperation with the Departmental Human Resources Group, prepares all relevant forms and seeks appropriate approvals in support of staffing processes.
Language: Bilingual – Intermediate
Security Clearance: Enhanced Level
 
If you meet all the above requirements, please send your resume today to Katherine Spallin at: 
k.spallin@maxsys.ca 
 
*Please note, only qualified candidates will be contacted and the position could be filled prior to closing date. Thank you.*