Administrative Assistant

ADMINISTRATIVE ASSISTANTThe City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U. S. border, the City truly is at the center of it all. Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City.

We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada’s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at www.

belleville. caCurrently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individuals to join our Transportation and Operations Services Department as an Administrative Assistant. Position Type: Permanent Full TimeNumber of Positions: One (1)Department: Transportation and Operations Services DepartmentFile Number: SV25-88Location: 31 Wallbridge Crescent, Belleville, ONHours: 35 Hours per week, Monday – Friday 8: 30 AM – 4: 30 PMEmployee Group: Union - CUPESalary: Grade 5 $30. 15 - $34. 65 per hourClosing Date: Thursday, August 21, 2025 at 4: 30 PMPURPOSE AND SCOPE:

Reporting to the Manager, Administrative Services, the Administrative Assistant supports the Customer and Administration Services Section of Transportation & Operations Services, and the Environmental Services (ES) department, as outlined in the Service Level Agreement (SLA). This role provides comprehensive administrative support; including operational assistance for the locate request program, customer service coordination, financial and records management, and support for technology and data systems. The role ensures the effective delivery of administrative functions in line with corporate policies, the service level agreement, and department goals. KEY DUTIES AND RESPONSIBILITIES: The position will:

Provide timely, accurate information to the Manager of Administrative Services and respond appropriately to their decisions and directionsCommunicate professionally, and effectively with customers, promoting a high standard of customer servicePerform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of workAdminister and coordinate the locate request process in compliance with Ontario One-Call and legislated timelines, including receiving and monitoring locate requests, returning completed locate packages to requesters and maintaining accurate records and filing systemsCollaborate with IT and GIS teams for mapping updates and system enhancements and support the maintenance of department databases including WorktechCoordinate training sessions or meetings related to locates or software useReceive permit applications and inquiries, distribute and receive information and facilitate approvals.

Provide departmental records management support, including maintaining filing system and guiding staff on proper use.

Support accounts payable activities, including the creation of purchase orders, reconciliation of invoices, and processing cheque vouchers, and maintain records of sameAssist with procurement and inventory functionsDraft routine correspondence, reports, and communication materialsAssist with payroll data entry and records management, including attendance and leave trackingPerform data entry, data verification, and assist with the preparation of statistical reportsRespond to inquiries related to permits, locates, and environmental servicesSupport the use and updates of online forms, public notices, and website contentProvide administrative support to departmental managers and staffProvide back-up to departmental Administrative Team as required. EDUCATION/SPECIALIZED TRAINING/SKILLS: Minimum Qualifications:

Two (2) year College diploma in Two (2) years diploma in Business Administration or a related field of studySatisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of BellevilleWORK EXPERIENCE: Minimum Qualifications: Two (2) years municipal government or related office experienceComputer literacy with intermediate skills in Microsoft Office applications including Outlook, Word, Excel, etc.

Strong organizational and time management skills; able to multitask and prioritizeEffective written and verbal communication abilitiesDemonstrated accuracy in data entry, tracking, and records managementAbility to work independently and collaboratively in a dynamic work environmentStrong interpersonal skills with a customer service focusComfortable with technology and continuous learningProven ability to work with professionalism and confidence with all levels of management and the publicPrevious experience working with confidential and sensitive material Preferred Qualifications: Previous experience supporting infrastructure or compliance-related programsExperience in a fast-paced office or operations environmentWHAT’S IN IT FOR YOU:

Competitive market salaryCompetitive employer-paid extended health benefitsOMERS Pension PlanLive, work, and play in the beautiful city of Belleville and experience all that it has to offerHOW TO APPLY: www. belleville. ca/careersWe thank all applicants who apply but advise that only those selected for an interview will be contacted. Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users.

As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting. Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver’s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.

The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process. Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Powered by JazzHRqqxdJcvNXA