Purchasing Administrative Assistant

PURCHASING ADMINISTRATIVE ASSISTANT

Position Type: Temporary Full Time (approximately 18 months)

Number of Positions: One (1)

Department: Finance Department

File Number: SV26-61

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

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

Employee Group: Union - CUPE

Salary: Jurisdiction A Grade 6 $ 30.22 - $34.73 per hour

Closing Date: Friday, June 19, 2026 at 4:30 PM

Reporting to the Purchasing Supervisor, the Purchasing Administrative Assistant provides administrative support to the Purchasing Supervisor. This role assists 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 tenders, quotations, proposals, posting bids, issuing addendums, notices, notifications to bidders, responding to vendor inquiries, receiving bid submissions and preparing bid summaries and related reports.
• 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 in accordance with 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 determining 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.

Minimum Qualifications:

• 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

Preferred Qualifications:

• Completed or working towards a Purchasing related certificate through OPBA (Ontario Public Buyers Association) or SCMAO (Supply Chain Management Association Ontario)
• Membership in a relevant association e.g. Ontario Public Buyers Association or Supply Chain Management Association Ontario

Required…