Purchasing Administrative Assistant

 

PURCHASING 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

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Finance Department as a Purchasing Administrative Assistant. Position Type: Temporary Full Time (approximately 18 months)
Number of Positions: One (1)
Department: Finance Department
File Number: SV26-61
Location: City Hall (169 Front Street, Belleville, ON)
Hours: 35 hours per week; Monday to Friday, 8:30am to 4:30pm
Employee Group : Union - CUPE
Salary: Jurisdiction A Grade 6 $30.22 - $34.73 per hour
Closing Date: Friday, June 19, 2026 at 4:30 PM PURPOSE AND SCOPE:
Reporting to the Purchasing Supervisor, the Purchasing Administrative Assistant provides administrative support to the Purchasing Supervisor. This role is responsible for assisting with a variety of purchasing related tasks, ensuring efficient operations across all functional areas of Purchasing within the Finance Department.

KEY RESPONSIBILITIES:
This position will:

• Provide timely, accurate information to the Supervisor and respond appropriately to their directions and decisions.
• Provide administrative support for purchasing functions related to all corporate acquisitions of equipment, materials, supplies and services for all solicitations, including, by not limited to, tenders, quotations and proposal, by posting bids, issuing addendums, notices, notifications to bidders, responding to vendor inquiries, receiving bid submissions and preparing bid summaries and related reports as required.
• Perform administrative support for the purchasing section of the Finance Department and other related duties as required.                
• Issue and amend purchase orders and other contract documents for purchases in accordance to thresholds established within the Purchasing By-law.
• Compile, track and maintain various contract risk management requirements such as, Insurance Certificates, WSIB documentation, Health & Safety, Financial Surety requirements for active contracts.
• Coordinate contract extensions, ensuring timely communication, documentation, and alignment with contractual and operational requirements.
• Assist with the use of the City’s eTendering system to facilitate open-competitive procurement of goods, services, and construction projects, ensuring compliance with applicable legislation, City by-laws, policies and procedures.
• Be responsible for records management of the purchasing section, including maintaining a confidential filing system.
• Provide assistance with the City’s Purchasing Card Program under the direction of the Purchasing Supervisor.
• Provide assistance and information to Council, City staff and Vendors with respect to Purchasing policies, activities and contractual inquiries on an ongoing basis, while being able to determine the confidentiality of certain information under the freedom of information act.
• Effectively and efficiently manage competing priorities and multiple clients without sacrificing quality and accuracy.
• Coordinate the disposal of surplus City assets in accordance with policies and procedures.
• Assist the Purchasing Supervisor with procurement training and guidance to internal stakeholders; schedules and coordinators sessions on policies, procedures, and software platforms to support compliant, efficient purchasing.
• Communicate professionally and effectively with all levels of staff, the general public, vendors and agencies, promoting a high standard of customer service, with a focus on accessibility inclusive of the needs of a diverse community and political and client service environment. 
• 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.
• Perform all other duties as assigned. 

Note:   the above duties and responsibilities are not to be construed as all-inclusive.

EDUCATION/TRAINING/SPECIALIZED SKILLS:
Minimum Qualifications:

• Two (2) year college diploma in Business Administration, Public Administration, Supply Chain Management or related discipline.
• Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

Preferred Qualifications:

• Completed or working towards a Purchasing related certificate through OPBA (Ontario Public Buyers Association) or SCMAO (Supply Chain Management Association Ontario).
• Membership in a relevant association e.g. Ontario Public Buyers Association or Supply Chain Management Association Ontario.

WORK EXPERIENCE:
Required Qualifications:

• Two (2) years experience in Administrative and Purchasing in municipal or other government purchasing related field.

• Proven ability to communicate effectively with the public in person and on the phone and in written format.
• 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.
• Proven ability to work with professionalism and confidence with all levels of management and the public.
• Previous experience working with confidential and sensitive material.

• Excellent interpersonal skills and ability to build professional relationships with colleagues at all levels of the organization as well as vendors and suppliers.
• Ability to take initiative, exercise independent judgement and demonstrate sound decision-making.

Preferred Qualifications:

• A minimum of three (3) years of experience in Administrative and Purchasing in municipal or other government purchasing related field.
• Working experiencing with software including Bids & Tenders digital procurement platform, Vadim and US Bank Online.
• Relevant knowledge of municipal business and procurement activities, including the following legislation, regulations or requirements: Corporate Procurement By-law, Trade Agreements (CFTA, CETA, etc.), Construction Act, Accessibility of Ontarians with Disabilities Act (AODA), contract and tendering law, and other provincial and federal legislation related to procurement.
• Relevant knowledge of the following principles and standards: Principles and practices relevant to construction contracts (OPSS, CCDC, and construction project delivery methodologies, various contract templates (services, goods, consulting, construction).
• Understanding of moderate legal issues relating to contracting and competitive bidding and how to mitigate risk.

 

WHAT’S IN IT FOR YOU:

• Competitive market salary
• Optional enrollment in the OMERS Pension Plan
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

HOW TO APPLY:

We 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.

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).