Administrative Assistant (By-law Enforcement)

City of Belleville; Belleville; On-site; CAD 43,000 - 49,000; Full time

Benefits offered by this job

Competitive salary

OMERS Pension Plan (optional)

Belleville living benefits

Job summary

City of Belleville is looking for an Administrative Assistant to support By-law Enforcement. The role handles parking tickets, permits, ministry documentation, and customer service, with a 35-hour week (Mon-Fri, 8:30am–4:30pm) at City Hall, Belleville, ON.

Temporary Full Time through Dec 31, 2026, with a union CUPE environment. Salary is Grade 7, $31.05–$35.69 per hour, closing Oct 16, 2026. Requires two-year diploma and CRC; strong MS Office and organizational skills are essential.

Qualifications

• Two-year college diploma in business, office administration, public relations or accounting.
• Satisfactory CRC required prior to starting work at the City of Belleville.
• Two years administrative support experience in a public sector office.
• Advanced Microsoft Office skills (Outlook, Word, Excel).
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication and professionalism with all levels.
• Experience handling confidential and sensitive material.

Responsibilities

• Provide internal and external customer service for By-law Enforcement.
• Respond to parking ticket inquiries and by-law inquiries 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, onboarding reminders, and HR coordination for departures.
• Prepare and submit monthly Ministry of Transportation documents and payments.
• Provide training for HotSpot parking technology to staff and residents.
• Issue temporary and monitor 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 notices.
• Provide status updates to complainants for better service.
• Enter and file parking ticket data in systems.
• Prepare agendas and minutes for By-law Enforcement committees and post.
• Prepare notices of trials and court dockets; handle follow-up correspondence.
• Lead accounts payable: PO creation, invoice reconciliation and cheque processing.
• Create invoices and initiate revenue collection as directed.
• Prepare weekly attendance reports for payroll.
• Provide records management and filing support.
• Assist with counter/phone coverage and act as Commissioner of Oaths.
• Assist with Municipal Election duties.

Skills

Administrative support

Microsoft Office

Organizational skills

Customer service

Written communication

Professionalism

Confidential information handling

Education

Two-year college diploma in business/office administration

Tools

Vadim

iCompass

Cityview

Adobe Pro

WorkTech

Job description

ADMINISTRATIVE ASSISTANT (BY-LAW ENFROCEMENT)

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: Temporary Full Time (anticipated to December 31, 2026)

Number of Positions: One (1)

Department: People & Corporate Services Department

File Number: SV26-116

Location: City Hall (169 Front Street, Belleville, ON)

Hours: 35 hours per week (Monday – Friday; 8:30am – 4:30pm)

Employee Group: Union - CUPE

Salary: Jurisdiction A Grade 7 $31.05 - $35.69 per hour

Closing Date: Friday, October 16, 2026at 4:30 PM

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

• 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

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, 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.

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.