Junior Administrative Assistant & Data Entry

PROFILE

Detail-oriented administrative professional with extensive experience in high-volume, process-driven environments within federal government departments and the private sector. Proven ability to process and prioritize large volumes of requests, maintain accuracy and consistency, and follow established procedures and service standards. Strong skills in data entry, filing, strong communication and interpersonal skills, displaying initiative and collaboration skills, document management, recordkeeping, and handling high volume sensitive and confidential, tracking, and reporting using Microsoft Office, Adobe, and internal systems, scanning, photocopying. Possesses Secret Level II security clearance through the government of Canada, fluent in English.

SKILLS & ABILITIES

Records management: preparing, organizing, scanning, and archiving physical and electronic files

Accurate data entry and database maintenance using CNMTS and Excel-based systems

Experience managing file integrity, confidentiality, and records retention standards

Preparing correspondence including emails, memos, reports, agendas, and meeting minutes

Managing incoming/outgoing mail and document flow in high-volume environments

Call centre and administrative support experience handling inquiries professionally

Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat

Experience with Access Pro Redaction, QuickBooks, and tracking/reporting systems

Strong attention to detail, accuracy, and adherence to procedures

Effective multitasking, problem-solving, and ability to meet deadlines in fast-paced settings

PROFESSIONAL EXPERIENCE

Environment and Climate Change Canada, Gatineau, QC (01/28/2025 – 06/06/2025)

Administrative Assistant/On Site/Remote

Scanned and updated physical and electronic filing systems to ensure accurate classification, organization, and efficient retrieval of documents.

Performed accurate data entry and document indexing using Access Pro Redaction to support timely access to information and maintain data integrity.

Supported improvements to document management processes, contributing to increased efficiency and streamlined workflow operations.

Handled sensitive and confidential information in accordance with organizational policies, procedures, and security requirements.

Assigned and verified document titles using Excel tracking tools, ensuring consistency, accuracy, and proper file classification.

Canadian Security Intelligence Service, Ottawa, ON (06/28/2023 – 02/05/2024)

Digitization Specialist

Prepared, organized, and processed large volumes of official records for digitization in accordance with established procedures and operational standards

Reviewed and prioritized physical files based on defined criteria, ensuring accurate sequencing and readiness for processing

Ensured accuracy and consistency of records by verifying completeness and maintaining standardized file structure

Used barcode separators and file control methods to track and distinguish individual records

Applied established guidelines to determine document eligibility for digitization, ensuring only appropriate materials were processed

Maintained data integrity and record authenticity while handling and repositioning highly sensitive documents

Performed quality control checks on prepared files to ensure compliance with standards and removal of any obstructing materials prior to digitization.

Environment and Climate Change Canada, Gatineau, QC (08/01/2022 to 04/31/2023)

Manifest Officer (Contract)

Entered data from paper-based documents into the Canadian Notification and Movement Tracking System (CNMTS), ensuring accuracy and consistency of records.

Supported the processing and movement documents to reduce and clear data backlogs

Sorted, filed, and processed movement documents while performing high-volume data entry with strong attention to detail and quality control

Performed photocopying, scanning, and faxing in support of operational and administrative requirements

Maintained accurate and organized records in both physical and electronic formats

Osgoode Properties – Lincoln Park Towers, Ottawa, ON (06/06/2022 to 7/31/2022)

Site Administrator (Temporary)

Maintained tenant records and access information in systems such as Mircom, Brivo, and Yardi, ensuring data accuracy and consistency

Managed filing, scanning, and electronic archiving of leases, applications, insurance documents, and related records

Audited electronic files to confirm completeness and proper uploading of documentation within the Yardi database

Processed rental deposits and posted transactions in Yardi in accordance with established procedures

Supported administrative operations by tracking maintenance requests, work orders, and contractor invoices, including preparation of purchase orders

Prepared and issued tenant notices and communications in a timely and professional manner

Responded to tenant inquiries, emails, and phone calls, and addressed complaints or concerns with professionalism and client service focus

Maintained accurate records for parking, lockers, resident registries, and visitor parking logs

The Ottawa Hospital, Ottawa, ON (08/12/2021 to 02/04/2022)

Payroll Department – Filing Clerk (Temporary)

Created and implemented an organized filing system across multiple filing rooms to improve records accessibility and consistency

Established and maintained procedures for opening, closing, and archiving files in accordance with retention requirements

Retrieved, updated, and reorganized files (including ROE, OHIR, and third-party records), ensuring accurate insertion of new documentation and proper alphabetical filing

Conducted file reviews and updates, including investigation of individual records and maintenance of associated Excel tracking spreadsheets

Statistics Canada, Gatineau, QC (19/04/2021 to 31/08/2021)

Data Operations Centre (DOC) Office Clerk and Census Help Line Operator (Contract)

Responded to high volumes of telephone and written inquiries, assisting respondents with completing census questionnaires and processing requests for further action

Reviewed and analyzed respondent communications to identify relevant information and determine appropriate next steps

Searched, verified, and linked cases within internal systems (CMP) using respondent-provided data

Followed established procedures and service standards while consistently meeting productivity targets

Verified callers’ profiles and resolved issues independently, escalating complex cases when required

Accurately entered and validated data from paper questionnaires into electronic processing systems

Input alphanumeric data (KFI Numeric and KFI Alpha) while ensuring a high level of accuracy and consistency

Converted paper-based responses into electronic records, maintaining data integrity and completeness

St. Vincent Hospital, Ottawa, ON (01/2018 to 12/2018)

Administration/Call Center Volunteer

Coordinated and supported volunteer activities during shifts, ensuring tasks were assigned and completed efficiently

Responded to inquiries from patients and the public, providing accurate information and relaying messages as required

Maintained and updated patient activity lists, ensuring information was current and accurately recorded

Supported patient intake by welcoming new admissions and directing them appropriately

Communicated with hospital staff using Microsoft Outlook to relay information and support daily operations

Library and Archives, Gatineau, QC (12/2016 to 05/2017)

Office Clerk – CEF Digitization Project (Contract)

Printed lists of barcodes from Excel databases and sorting information with barcodes

Checked for missing files, put them in sequential order, and report mistakes

Researched internal and external sources on the database to resolve difficult issues

Consulted with Project Coordinators and Managers as needed

Reported daily performance activities on SharePoint software

Statistics Canada, Gatineau, QC (05/2016 to 08/2016)

Office Clerk (Contract)

Generated barcode lists from Excel databases to support document tracking and processing

Organized/sorted files using barcode systems, ensuring accurate sequencing and efficient retrieval

Identified missing or incomplete records and reported discrepancies to maintain data integrity

Researched internal and external databases to resolve file and data inconsistencies

Liaised with project coordinators and managers to address issues and maintain workflow continuity

Tracked and reported daily productions using SharePoint in accordance with established procedures

Passport Canada, Gatineau, QC (01/2016 to 03/2016)

Office Clerk – Receptionist (Contract)

Verified applicant information by phone and processed passport applications in accordance with established procedures

Reviewed applications for completeness and accuracy, including those submitted by the public and Members of Parliament

Entered and validated applicant and guarantor information within internal systems, ensuring data integrity

Communicated with supervisors and management to resolve discrepancies and confirm application details

Digitized identification documents and passport photos, ensuring proper formatting and quality standards

Elections Canada Ottawa, ON (10/2015 to 11/2015)

Office Clerk (Contract)

Entered, updated, and maintained alpha-numeric and symbolic data in Excel and Word from source documents, ensuring accuracy and consistency

Received, registered, and processed application forms in accordance with established procedures, timelines, and confidentiality requirements

Verified completeness, accuracy, and formatting of data and supporting documentation prior to supervisor review and approval

EDUCATION

Algonquin College, Ottawa 2019 to 2021

Customer Service/Office Administration – General and Legal – Diploma

Algonquin Career Academy, Ottawa 2011 to 2012

Pharmacy Assistant – Diploma

Toronto School of Business, Ottawa 2001 to 2002

Accounting and Computer Skills – Diploma

CERTIFICATIONS

St. John Ambulance Saint-Jean 03/24/2026

Standard First Aid CPR C+ AED

Expiry Date: Mar 24, 2029

Red Cross, Ottawa 01/2025 – 01/2025

Diploma, Medical Terminology

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