Job Specifications
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, 2025 at 4:30 PM
PURPOSE 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 o
About the Company
The City of Belleville will be a healthy, progressive, diverse and economically vibrant community that invests in its future in a financially sustainable and environmentally responsible manner.
Healthy
We will foster a community that is safe for its citizens. We will provide facilities, programs and opportunities to enhance the well-being of our citizens.
Progressive
Our city and its leaders will be forward thinking in approach and actions. We will look toward the future and plan for meeting the needs of our citi...
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