Purchasing Administrative Assistant

City of Belleville•Belleville, ON

1d•CA$30 - CA$35•Onsite

About The Position

The City of Belleville is seeking a highly motivated, strategic, and dynamic individual to join our Finance Department as a Purchasing Administrative Assistant. This is a temporary full-time position for approximately 18 months. The role provides administrative support to the Purchasing Supervisor, assisting with a variety of purchasing-related tasks to ensure efficient operations within the Finance Department's Purchasing section.

Requirements

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.
Two (2) years experience in Administrative and Purchasing in municipal or other government purchasing related field.
Proven ability to communicate effectively with the public in person and on the phone and in written format.
Computer literacy with advanced skills in Microsoft Office applications including Outlook, Word, Excel, etc.
Exceptional organizational skills with the ability to manage multiple tasks and priorities in a demanding environment.
Proven ability to work with professionalism and confidence with all levels of management and the public.
Previous experience working with confidential and sensitive material.
Excellent interpersonal skills and ability to build professional relationships with colleagues at all levels of the organization as well as vendors and suppliers.
Ability to take initiative, exercise independent judgement and demonstrate sound decision-making.

Nice To Haves

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.
A minimum of three (3) years of experience in Administrative and Purchasing in municipal or other government purchasing related field.
Working experiencing with software including Bids & Tenders digital procurement platform, Vadim and US Bank Online.
Relevant knowledge of municipal business and procurement activities, including the following legislation, regulations or requirements: Corporate Procurement By-law, Trade Agreements (CFTA, CETA, etc.), Construction Act, Accessibility of Ontarians with Disabilities Act (AODA), contract and tendering law, and other provincial and federal legislation related to procurement.
Relevant knowledge of the following principles and standards: Principles and practices relevant to construction contracts (OPSS, CCDC, and construction project delivery methodologies, various contract templates (services, goods, consulting, construction).
Understanding of moderate legal issues relating to contracting and competitive bidding and how to mitigate risk.

Responsibilities

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, by not limited to, tenders, quotations and proposal, by posting bids, issuing addendums, notices, notifications to bidders, responding to vendor inquiries, receiving bid submissions and preparing bid summaries and related reports as required.
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 for purchases in accordance to 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 being able to determine 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; schedules and coordinators 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.