Purchasing Administrative Assistant

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

Job summary

A municipal government is seeking a Purchasing Administrative Assistant to support the Finance Department. This temporary full-time position requires effective communication and organizational skills along with administrative and purchasing experience. The role involves managing purchase orders, responding to vendor inquiries, and providing assistance to city staff and Council. Ideal candidates will have a two-year diploma in a related field. Competitive salary from $29.20 to $33.56 per hour is offered.

Benefits

Competitive market salary

Optional enrollment in the OMERS Pension Plan

Qualifications

• Minimum one year experience in Administrative and Purchasing roles.
• Satisfactory Criminal Record Check required.
• Proven ability to handle confidential material and maintain professionalism.

Responsibilities

• Support corporate acquisitions and administrative tasks for the Finance Department.
• Issue and amend purchase orders and manage contracts.
• Provide information and assistance to staff, vendors, and Council.

Skills

Communication skills

Organizational skills

Advanced Microsoft Office

Interpersonal skills

Initiative

Education

Two-year college diploma in related discipline

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

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, Belleville truly is at the center of it all.

Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. More information is available at www.belleville.ca.

Position Type: Temporary Full Time (2‑year contact)

Number of Positions: One (1)

Department: Finance Department

File Number: SV25-153

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

Hours: 35 hours per week; Monday to Friday, 8:30am to 4:30pm

Employee Group: Non‑Union

Salary: $29.20 – $33.56 per hour (Under Review)

Closing Date: Friday, January 9, 2026 at 4:30 PM

KEY RESPONSIBILITIES

• Provide timely, accurate information to the Supervisor and respond appropriately to their directions and decisions.
• Support all corporate acquisitions of equipment, materials and services for all solicitations, including tenders, quotations, proposals, posting bids, issuing addendums, 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 and 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.
• Maintain confidential records management of the purchasing section.
• 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; schedule and coordinate 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 AND TRAINING

• 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.

WORK EXPERIENCE

• One (1) year 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.

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

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).