Administrative Coordinator

at  City of Belleville

ADMINISTRATIVE COORDINATOR

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 the Administrative Coordinator.
Position Type: Permanent Full Time

EDUCATION/TRAINING/SPECIALIZED SKILLS:

Minimum Qualifications:

• Post-secondary education in a related field of study, such as Office Administration, Executive Administration, AMCTO-MAP, or equivalent.

Preferred Qualifications:

• A university or college degree or certificate in public administration is desirable.

WORK EXPERIENCE:

Minimum Qualifications:

• Three to five years of progressive administrative experience.
• Experience administering confidential information and a thorough understanding of TOMRMS.
• Extensive knowledge of general office administrative practices and procedures, including notetaking and records management.
• Working knowledge of local government practices, structure, functions and legislation; Municipal Act, Vital Statistics Act, Municipal Freedom of Information and Protection of Privacy Act, Marriage Act.
• Exceptional organizational and problem-solving skills with the ability to manage multiple tasks and priorities in a demanding environment.
• Excellent computer skills including Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint), Adobe Acrobat Pro, Vadim, and iCompass.
• Strong business writing skills, including the ability to draft correspondence and reports. Detail-oriented with excellent proofreading/editing skills.
• Strong oral communication skills with a proven ability to work effectively and confidently with all levels of management, members of Council and the public.

Preferred Qualifications:

• Three to five years of progressive administrative experience, preferably in a municipal environment in the Clerk’s office.

PURPOSE AND SCOPE:

Provides responsible and confidential administrative support to the Director, People & Corporate Services, City Clerk and Deputy City Clerk, maintaining the security of confidential information.
Supports City Council and Planning Advisory Committee meetings by preparing and distributing agendas, ensuring confidentiality for “closed session” agendas and minutes, technical accuracy and compliance for City documents of authority, resolutions, minutes, and correspondence, and adhering to policies, procedures, and statutory requirements of the Municipal Act, Procedural By-law, and any other relevant by-laws, statutes, and policies.
Is appointed as a Deputy Division Registrar of Vital Statistics and Deputy Issuer of Marriage Licences, Commissioner of Oaths and Affidavits.

KEY ACCOUNTABILITIES/RESPONSIBILITIES:

• Manages all aspects of the records management and archives program, including maintaining a database to organize and store active and inactive Corporate Services records.
• Designs, implements, and evaluates the effectiveness of daily operational procedures. Conducts research, evaluates, and recommends software solutions to enhance the efficiency of Corporate Services and Clerk’s office functions.
• Assists the Returning Officer with Municipal Elections and performs statutory, confidential or other duties associated with the Corporate Services department.
• Prepares and distributes agendas for both open and closed sessions for Regular Council, Planning Advisory Committee and Council Planning Committee, as well as minutes for closed sessions. Supports staff and Council by ensuring the accuracy of recommendations and compliance with legal and procedural requirements for all reports to Council, by-laws, agreements, and actions related to staff and City operations.
• Prepares confidential correspondence for the Director, People & Corporate Services, City Clerk, and Deputy City Clerk, and emanating from Council and distributes same.
• Through consultation and discussion with the City Clerk and Deputy Clerk, develops, implements, and monitors new office procedures systems. Instruct and coordinates staff as necessary to implement. Evaluates procedures and make recommendations to ensure efficiency, productivity, and a high level of customer service.
• Provides administrative support and advice to the Director, People & Corporate Services, City Clerk and Deputy City Clerk.
• Receives and responds to public requests for deputations and manages their attendance and presentations.
• Initiates applications and renewals of Registrar General appointments and Attorney General Commissioning appointments and renewals of Deputy Issuer of Marriage Licences and Deputy Division Registrar of Vital Statistics and is City contact for co-ordination of claims and compensation under the Ontario Wildlife Damage Compensation Program, and first contact for AGCO Liquor Licence applicants’ requirements of Council or City Clerk and departments.
• Liaises with all levels of staff, CAO, Senior Leadership, Councillors, elected/appointed officials, other levels of government, agencies, boards, residents, community special interest groups, developers, businesses, etc., on City programs, services, policies, community issues and other matters.
• Responsible for maintaining Corporate Services staff attendance, sick leave and overtime and preparation and submission of bi-weekly Payroll.
• Responsible for ordering and maintaining stationery stock, business cards and office supplies for the Corporate Services Department. Monitors office expenses and charges to proper accounts; processes invoices for payment for City Hall security, delivery company, livestock valuer, market clerk, and AODA compliance expenses; issues Purchase Orders, signing authority for purchases for office; and reconciles monthly Purchasing Card statements with US Bank.
• Conducts regular disposition reviews in coordination with other departments to ensure timely and efficient record disposal, while performing random audits of the SharePoint library to ensure staff compliance and proper usage. Provides reminders and training as necessary to support effective record management practices and enhance staff proficiency.
• Assists with front line counter coverage, as required.
• Other duties as assigned.
  Note: the above duties and responsibilities are not to be construed as all-inclusive.