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, 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

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

• 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.

• 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.

• One (1) year experience in Administrative and Purchasing in municipal or…