ADMINISTRATIVE ASSISTANT (BY-LAW ENFORCEMENT)

The 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.ca
Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our People & Corporate Services Department as an Administrative Assistant (By-law Enforcement).
Position Type: Permanent Full Time
Number of Positions: One (1)
Department: People & Corporate Services Department
File Number: SV25-82
Location: City Hall (169 Front Street, Belleville, ON)
Hours: 35 hours/week, Monday to Friday 8:30am – 4:30pm
Employee Group: Union - CUPE
Salary: Grade 5 $30.15 - $34.65 per hour
Closing Date: Monday, July 21, 2025 at 4:30 PM

EDUCATION/TRAINING/SPECIALIZED SKILLS:

Minimum Qualifications:

• Two (2) year college diploma in business, office administration, public relations or accounting.
• Current Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

Preferred Qualifications:

• Completion of workshops/training sessions related to the position.

WORK EXPERIENCE:

Required Qualifications:

• Two (2) years, administrative support experience in a public sector office.
• Computer literacy with advanced skills in Microsoft Office applications including Outlook, Word, Excel, etc.
• Exceptional organizational skills with the ability to manage multiple tasks and priorities in a demanding environment.
• Excellent customer service skills, strong verbal and written communications skills
• Proven ability to work with professionalism and confidence with all levels of management and the public.
• Previous experience working with confidential and sensitive material.

Preferred Qualifications:

• Knowledge of the Provincial Offences Act.
• Previous administrative experience in a Municipal department
• Previous Court/Provincial Offences administrative experience
• Previous experience with Vadim, iCompass, Cityview, Adobe Pro and WorkTech.

PURPOSE AND SCOPE:

Reporting to the Manager, By-law Enforcement, this position provides administrative support to By-law Enforcement and ensures good customer service is provided to internal and external customers.

KEY RESPONSIBILITIES:

This position will:

• Provide customer service, both internal and external, on matters related to the By-law Enforcement section, with a focus on accessibility inclusive of diverse needs.
• Respond to parking ticket complaints and general by-law inquiries (e.g., property maintenance, yard conditions, littering) in person, by email and by telephone.
• Process and track parking ticket review requests.
• Print and distribute parking tickets to facilitate payment processing.
• Administer contractor parking permit requests and renewals.
• Manage staff parking permits, including onboarding, renewal reminders, and coordination with Human Resources for staff departures.
• Prepare and submit monthly Ministry of Transportation (MTO) documentation and associated payments.
• Provide training and ongoing support for HotSpot parking technology to both staff and residents.
• Issue temporary and monitor usage of overnight parking permits for residents.
• Administer annual “On City” parking passes for municipal departments.
• Receive and log Property Standards complaint forms and provide basic procedural information.
• Prepare and send registered mail for enforcement orders and other formal notices.
• Provide status updates to complainants to support improved customer service.
• Enter and file parking ticket data in the appropriate systems.
• Compile, produce and disseminate agendas for committees related to activities of By-law Enforcement and attend committee meetings, record minutes and post.
• Prepare notices of trials and court dockets in connection with parking infractions and prepare related follow-up correspondence, ensuring accessibility for a diverse range of needs.
• Lead the accounts payable process for the department, including the creation of purchase orders, reconciliation of invoices, and processing cheque vouchers, and maintain records of same.
• Create and issue invoices in accordance with accounts receivable policies and procedures and initiate revenue collection procedures as directed.
• Prepare weekly attendance reports for the purpose of payroll.
• Provide departmental records management support, including maintaining filing system.
• Assist with counter/phone coverage when needed and be appointed as Commissioner of Oaths to assist
• Assist with Municipal Election duties as required.
• Perform other related duties, as assigned.