ADMINISTRATIVE ASSISTANT
Closing Date: November 26, 2023, at 4:30 PM
Job Type: Temporary Full-Time
Position: One (1)
Department: Engineering and Development Services
File Number: SV23-154
Hours: 35 hours per week; Monday to Friday 8:30 AM – 4:30 PM
Union: CUPE
Salary: Grade 5 ($27.00 per hour)
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
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.
KEY ACCOUNTABILITIES/RESPONSIBILITIES:
- Assist in the processing of applications for zoning by-law amendments, Official Plan amendments, consents, minor variances, site plans, plans of subdivision/condominium. This may include drafting notices, scheduling meetings, preparing mailouts, ensuring fees are received, circulating correspondences as needed and ensuring that timelines are met.
- 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;
- Maintain and update the City's zoning by-law(s) as required;
- Act as the Staff liaison for the Committee of Adjustment. Schedule the meetings, book Council Chambers, prepare the agendas and minutes (in icompass) and provide procedural support to both applicants and committee members (some overtime may be required when attending meetings to record minutes);
- Prepare packages for OLT appeals as required;
- Maintain and update Engineering & Development Services webpages using icreate when required;
- 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 zoning and building compliance certificates;
- Liaison with City Solicitors, Developers and Stakeholders;
- Facilitate the finalization for agreements;
- Prepare purchase orders 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:
Essential (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.
- Organizational abilities to follow established processes and to create and implement new processes where gaps exist.
Asset (preferred) Qualifications:
- Knowledge of the municipal planning function.
- Excellent customer service skills.
- Comfortable working collaboratively with others.
WORK EXPERIENCE:
Essential (minimum) Qualifications:
- 3 to 5 years full time secretarial or administrative experience, preferably in a Municipal environment.
Asset (preferred) Qualifications:
- Experience dealing with the public and confidential information.
HOW TO APPLY:
Click here for the City of Belleville Careers Page (JazzHR)
We thank all applicants who apply for their time and interest but advise that only those selected to move forward in the recruitment process will be contacted.
Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
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.
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.
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