Administrative Assistant

City of Belleville; Sainte-Mélanie; On-site; CAD 30,000 - 60,000; Full time

Job summary

A municipal government in Quebec is seeking a highly motivated Administrative Assistant to support the Fire and Emergency Services Department. The role includes administrative tasks such as responding to inquiries, maintaining sensitive records, and assisting with payroll processes. Candidates should have a College Diploma in Business Administration and advanced skills in Microsoft Office. This position offers a competitive salary and inclusive work environment.

Benefits

Competitive market salary

Employer-paid extended health benefits

OMERS Pension Plan

Qualifications

• Two years administrative experience in a related field.
• Ability to work with confidential information and maintain strict confidentiality.
• Excellent organizational ability in a demanding environment.

Responsibilities

• Provide administrative support to the Fire Management Team.
• Respond to public inquiries and coordinate mail.
• Monitor employee time records and ensure compliance.

Skills

Organizational skills

Customer service skills

Computer literacy

Confidentiality

Communication skills

Education

Two year College Diploma in Executive / Business Administration

Tools

Microsoft Office

Vadim

WorkTech

Job description

ADMINISTRATIVE ASSISTANT

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Fire and Emergency Services Department as an Administrative Assistant.

Position Details

Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Fire and Emergency Services Department
File Number: SV25-142
Location: 60 Bettes Street, Belleville ON (Fire Station 1)
Hours: 35 hours per week, Monday – Friday 8:30 AM – 4:30 PM
Employee Group: Union - CUPE
Salary: $30.15 – $34.65 per hour (under review)
Closing Date: Wednesday, November 26, 2025 at 4:30 PM

Purpose and Scope

Reporting to the Fire Chief, the Administrative Assistant is responsible for providing administrative support to the Fire Management Team, essential to the operation of the Fire and Emergency Services Department across both urban and rural areas.

Key Duties and Responsibilities

• Make decisions within the scope of the role, following documented procedures, processes, and practices, with any deviations requiring authorization from the Fire Chief or designate.
• Perform day-to-day office administrative tasks, including but not limited to responding to general public inquiries, coordinating incoming and outgoing mail & other correspondences, and coordinating calendars, etc., with a focus on accessibility, and inclusivity for diverse needs.
• Monitor and reconcile employee time records; review exceptions (overtime, leave); auditing timesheets for accuracy; ensuring compliance with collective agreements or labor laws; coordinating with supervisors for approvals or corrections; interface with payroll for the department IAFF Local 497, and exempt employees.
• Maintain confidentiality of employee attendance records.
• Maintain, track and distribute all Standard Operating Procedures, Administrative Notices, Internal Memos and external correspondence on behalf of the Fire Department.
• Document minutes on behalf of Joint Health and Safety Committee and meetings with internal / external stakeholders.
• Coordinate payment for registration of all personnel for fire service certification training, fire related courses, seminars and training.
• Execute the operation of fire department records management, payroll and administrative programs.
• Coordinate and assemble all information related to audits (Office of the Fire Marshal, Ministry of Labour, etc.).
• Coordinate and assemble all information related to Freedom of Information Requests.
• Prepare cost recovery invoicing related to Fire and Rates & Charges Bylaws and Ministry of Transportation claims.
• Submit all applications to the Office of the Fire Marshal and Federal Long Service Exemplary Medals and Bars.
• Coordinate and process payment for all Fire expenditures.
• Coordinate preventive maintenance of fire stations for issues identified as part of routine Health and Safety audits or as requested by fire management.
• Communicate professionally, and effectively with staff, vendors, agencies and members of the general public, 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.
• Perform other duties as assigned.

Note

Above duties are representative of a typical position and are not to be construed as all-inclusive.

Qualifications

Minimum Education

Two (2) year College Diploma in Executive / Business Administration. Current satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

Minimum Experience

• Two (2) years Administrative Experience in a related field.
• Ability to work with confidential or sensitive information and maintain strict confidentiality.
• Computer literacy with advanced skills in Microsoft Office applications including Outlook, Word, Excel.
• Proven excellent organizational skills with the ability to manage multiple tasks and priorities in a demanding environment.
• Demonstrated 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.

Asset Experience

Administrative experience in a municipal environment.

Knowledge

• Knowledge of applicable legislation, policy, and by-laws and government regulations.
• Knowledge of invoicing, purchasing, payroll support, attendance software / tools.
• Experience with Vadim, WorkTech.

Note

A combination of relevant work experience and education may be considered.

What’s In It For You

• Competitive market salary.
• Competitive employer-paid extended health benefits.
• OMERS Pension Plan.
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

How to Apply

Visit www.belleville.ca/careers. We thank all applicants who apply but advise that only those selected for an interview will be contacted.

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).