Office Admin & Legal - Ottawa

MaxSys is currently looking for an Admin Services, Advanced for our Federal Client.
Qualifications:
 
·M1 Minimum Mandatory Qualifications:
·Education:
·Secondary school diploma is required
·Experience:
·A minimum of five (5) years of relevant experience is required
·Asset Qualifications:
·Minimum of 2 years of relevant experience with the federal government is required
·M2 Experience in identifying and/or recognizing flags of foreign countries, specifically the key super powers i.e. US, UK, Germany, France, Italy, and Japan. Organizational flags as well as all of the provincial and territorial flags of Canada
·M3 Minimum of 2 years of experience with the federal government in financial processes, the preparation of estimates, project expenditure inquiries and invoicing using SAP
·M4 Minimum 2 years of experience in data management and data analysis, including experience in creating, modifying and formatting spreadsheets, correspondence and documents (using Excel, Lotus 1-2-3, Word and Outlook)
·M5 Minimum 3 years of experience working in a client environment liaising with internal and external clients at various levels within government as well as private industry
·M6 Minimum 3 years working in an office environment organizing and managing tasks assigned (office related duties, clerical and administrative tasks)
·M7 Experience responding to inquiries from clients, providing guidance and advice.
·M8 At the bid closing date, the Contractor personnel requiring access to CLASSIFIED information, assets or sensitive work site(s) must EACH hold a valid personnel security screening at the level of Secret granted or approved by CISD/PWGSC.
 
DUTIES:
 
Process protocol/ceremonial orders (vouchers, client order forms, packing slips and invoice requests)
Process correspondence regarding
           
·        Updating of event files
·        Incoming mail
·        Prepare order vouchers
·        Invoicing documents
 
Prepare estimates and collect required financial codes and approvals from the client
Provide order confirmations to the clients
Process invoices for approval and payment
Maintain Ceremonial & Protocol Services Master files, both electronic and hard copy files
Respond to telephone and e-mail inquiries from clients regarding rental rates, protocol    questions,
Events, flag protocol, financial coding, etc.
Record and prepare meeting minutes and committee documents
Prepare correspondence, financial reports and maintain/update spreadsheets
Maintain a BF system
Create event one pagers and organize pictures
Take photos at all of our events (majority of venues are located within the downtown core, walking distance from the office)
Compile statistical reports
Research questions from the general public using the internet and other research materials
 
Language: Bilingual – Intermediate
Security Clearance: Secret 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.*
 
MAX123
 
 

Position Type Contract
Application Deadline April 28, 2017
Experience Required 5+ years
Job Duration Temporary
Education Required N/A