ADMINISTRATIVE ASSISTANT

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 individuals to join our Transportation and Operations Services Department as an Administrative Assistant.
Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Transportation and Operations Services Department
File Number: SV25-88
Location: 31 Wallbridge Crescent, Belleville, ON
Hours: 35 Hours per week, Monday – Friday 8:30 AM – 4:30 PM
Employee Group: Union - CUPE
Salary: Grade 5 $30.15 - $34.65 per hour
Closing Date: Thursday, August 21, 2025 at 4:30 PM

EDUCATION/SPECIALIZED TRAINING/SKILLS:

Minimum Qualifications:

• Two (2) year College diploma in Two (2) years diploma in Business Administration or a related field of study
• Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville

WORK EXPERIENCE:

Minimum Qualifications:

• Two (2) years municipal government or related office experience.
• Computer literacy with intermediate skills in Microsoft Office applications including Outlook, Word, Excel, etc.
• Strong organizational and time management skills; able to multitask and prioritize.
• Effective written and verbal communication abilities.
• Demonstrated accuracy in data entry, tracking, and records management.
• Ability to work independently and collaboratively in a dynamic work environment.
• Strong interpersonal skills with a customer service focus.
• Comfortable with technology and continuous learning.
• 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:

• Previous experience supporting infrastructure or compliance-related programs.
• Experience in a fast-paced office or operations environment.

PURPOSE 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 directions.
• Communicate professionally, and effectively with customers, promoting a high standard of customer service.
• Perform 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 work.
• Administer 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 systems.
• Collaborate with IT and GIS teams for mapping updates and system enhancements and support the maintenance of department databases including Worktech.
• Coordinate training sessions or meetings related to locates or software use.
• Receive 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 same.
• Assist with procurement and inventory functions.
• Draft routine correspondence, reports, and communication materials.
• Assist with payroll data entry and records management, including attendance and leave tracking.
• Perform data entry, data verification, and assist with the preparation of statistical reports.
• Respond to inquiries related to permits, locates, and environmental services.
• Support the use and updates of online forms, public notices, and website content.
• Provide administrative support to departmental managers and staff.
• Provide back-up to departmental Administrative Team as required.