ADMINISTRATIVE ASSISTANT (PLANNING)
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 www.belleville.ca
Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our Engineering and Development Services Department as the Administrative Assistant (Planning).
PURPOSE AND SCOPE:
Provides administrative support to the Engineering & Development Services Department and provides assistance to all sections within the Department during peak workloads, vacation and/or absences of Administrative Assistants.
Please note, as part of an internal process this job description is currently being reevaluated and is subject to change.
DUTIES AND RESPONSIBILITIES:
- Assist in the processing of the City’s Community Improvement Plan (CIP) and its programs, including scheduling pre-consultation meetings, conducting ongoing monitoring, and providing administrative support.
- Provide administrative support on heritage conservation matters including assisting in the processing or heritage permits and preparing agendas and minutes in iCompass for the Heritage Belleville Committee.
- Maintain and update the City’s Official Plan and Policy Manuals as required.
- Record management for Department files including applications, projects, and correspondence. This includes both paper and electronic files and identifying and implementing improvements to system digitization.
- Create accessible documents for various brochures, guidelines, forms & guides to distribute & post online for all sections of Engineering & Development Services.
- Provide support for Public Information Centres hosted by all sections of Engineering & Development Services including booking meeting rooms, preparing poster boards, and designing and posting ads in the newspapers and on the radio.
- Provide support to all sections of Engineering & Development Services for studies and projects including working with our Communications Department to provide community notice.
- Maintain and update Engineering & Development Services webpages using iCreate.
- Enter Staff reports for Committees and Council meetings into i-compass as required.
- Perform administrative duties as assigned to assist the Director and Managers within the Department.
- Schedule meetings with Staff, consultants, applicants, and members of the public.
- Record and track attendance and vacation in WorkTech.
- Provide customer service to the public both over the phone and over the counter.
- Prepare purchase order and invoices in Vadim and cheque vouchers as required.
Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.
EDUCATION/SPECIALIZED TRAINING/SKILLS:
Minimum Qualifications:
- 2-year diploma from Community College Office/Business Administration program or equivalent.
- Computer proficiency including Microsoft Office (Word, Excel, Outlook), Adobe Pro, website content management (iCreate preferred), agenda and document management (iCompass preferred).
- Ability to multi-task to be able to balance workload with regularly changing priorities.
- Experience dealing with the public and with confidential information. Excellent command of English spelling and grammar.
- Organizational abilities to follow established processes and to create and implement new processes where gaps exist.
Asset Qualifications:
- Knowledge of the municipal planning function.
- Excellent customer service skills
- Comfortable working collaboratively with others.
WORK EXPERIENCE:
Minimum Qualifications:
- 3 to 5 years full time secretarial or administrative experience, preferably in a Municipal environment.
Preferred Qualifications
- Experience dealing with the public and confidential information.
- Experience working with graphic software.
WHAT’S IN IT FOR YOU:
- Competitive market salary
- Competitive extended health benefits
- OMERS Pension Plan
- Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.
Position Type: Permanent Full-Time
Number of Positions: One (1)
Closing Date: February 28, 2024 at 4:30 PM
Department: Engineering and Development Services
File Number: SV24-31
Location: City Hall, 169 Front Street, Belleville, ON
Hours: 8:30 – 4:30, Monday to Friday
Employee Group: CUPE Group
Salary: CUPE Inside Grade 4 ($27.00 - $31.89 per hour)
How to Apply:
Check out our careers page here.
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.
Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver’s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.
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).