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 (2-year contract)

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

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.

• 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 no 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…