ADMINISTRATIVE ASSISTANT

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individuals to join our Fire and Emergency Services Department as an Administrative Assistant.Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Fire and Emergency Services Department
File Number: SV25-142
Location: 60 Bettes Street, Belleville ON (Fire Station 1)
Hours: 35 hours per week, Monday – Friday 8:30 AM – 4:30 PM
Employee Group: Union - CUPE

Salary: $30.15 – $34.65 per hour (under review)

Closing Date: Wednesday, November 26, 2025at 4:30 PMPURPOSE AND SCOPE:
Reporting to the Fire Chief, the Administrative Assistant is responsible for providing administrative support to the Fire Management Team, essential to the operation of the Fire and Emergency Services Department across both urban and rural areas.

KEY DUTIES AND RESPONSIBILITIES:

• Make decisions within the scope of the role, following documented procedures, processes, and practices, with any deviations requiring authorization from the Fire Chief or designate.
• Perform day-to-day office administrative tasks, including but not limited to responding to general public inquiries, coordinating incoming and outgoing mail & other correspondences, and coordinating calendars, etc., with a focus on accessibility, and inclusivity for diverse needs.
• Monitor and reconcile employee time records; review exceptions (overtime, leave); auditing timesheets for accuracy; ensuring compliance with collective agreements or labor laws; coordinating with supervisors for approvals or corrections; interface with payroll for the department IAFF Local 497, and exempt employees.
• Maintain confidentiality of employee attendance records.
• Maintain, track and distribute all Standard Operating Procedures, Administrative Notices, Internal Memos and external correspondence on behalf of the Fire Department.
• Document minutes on behalf of Joint Health and Safety Committee and meetings with internal/external stakeholders.
• Coordinate payment for registration of all personnel for fire service certification training, fire related courses, seminars and training.
• Execute the operation of fire department records management, payroll and administrative programs.
• Coordinate and assemble all information related to audits (Office of the Fire Marshal, Ministry of Labour, etc.).
• Coordinate and assemble all information related to Freedom of Information Requests.
• Prepare cost recovery invoicing related to Fire and Rates & Charges Bylaws and Ministry of Transportation claims.
• Submit all applications to the Office of the Fire Marshal and Federal Long Service Exemplary Medals and Bars.
• Coordinate and process payment for all Fire expenditures.
• Coordinate preventive maintenance of fire stations for issues identified as part of routine Health and Safety audits or as requested by fire management.
• Communicate professionally, and effectively with staff, vendors, agencies and members of the general public, promoting a high standard of customer service.
• 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 other duties as assigned.

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

QUALIFICATIONS
MINIMUM EDUCATION:

• Two (2) year College Diploma in Executive/Business Administration
• Current Satisfactory Criminal Record Check (“CRC”) prior to commencing work at the City of Belleville.

MINIMUM EXPERIENCE:

• Two (2) years Administrative Experience in a related field
• Ability to work with confidential or sensitive information and maintain strict confidentiality
• Computer literacy with advanced skills in Microsoft Office applications including Outlook, Word, Excel.
• Proven excellent organizational skills with the ability to manage multiple tasks and priorities in a demanding environment
• Demonstrated 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

ASSET EXPERIENCE

• Administrative experience in a municipal environment.
• Knowledge of applicable legislation, policy, and by-laws and government regulations.
• Knowledge of invoicing, purchasing, payroll support, attendance software/tools
• Experience with Vadim, WorkTech.

Note: A combination of relevant work experience and education may be considered.

WHAT’S IN IT FOR YOU:

• Competitive market salary

• Competitive employer-paid extended health benefits

• 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.

Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.

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).

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