CUSTOMER SERVICE REPRESENTATIVE
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 individuals to join our Transportation and Operations Services Department as a Customer Service Representative.Position Type: Permanent Full Time
Number of Positions: One (1)
Department: Transportation and Operations Services Department
File Number: SV25-75
Location: 400 Coleman (Transit Yard)
Hours: 35 hours/week, Monday to Friday 8:30 AM – 4:30 PM
Employee Group: Union - CUPE
Salary: $28.35 - $32.58 per hour
Closing Date: Tuesday, July 1, 2025 at 4:30 PM PURPOSE AND SCOPE:
The position is a first point of contact for visitors and provides excellent customer service as a representative of the department of Transportation and Operations Services. The position provides customer service to and assists the public with complaints and queries related to the functions of the department.
This position has the shared responsibility of processing the accounts payables for the department of Transportation and Operations Services, including monitoring and issuing purchase orders, cheque vouchers, staff reimbursements and monitoring and reconciliation of Purchasing Cards for departmental staff, as prescribed. The position is further responsible for completing weekly or biweekly payroll entries for departmental staff.
The Customer Service Representative is part of the TOS Administrative Team and provides administrative back-up support for each section as required; being Operations, Parks, and Transit.
KEY DUTIES AND RESPONSIBILITIES:
Customer Service and Outreach

• Provides excellent customer service as the first point of contact for visitors and callers
• Responds to general inquiries from the public received by phone, email, in-person, or through the general inbox and website; providing information and assistance in a polite and efficient manner
• Relays information to Supervisors or crews in the field as required
• Record all inquiries and/or work requests into Worktech.
• Interact with the public and provide information and assistance in a polite and efficient manner.
• Relay information to Supervisors or crews in the field as required.
• Liaise and coordinate activities with various stakeholders and contractors.
• Accept and process payment for goods or services.
• Track and compile operational data and key performance indicators.
• Provide outreach and communication to the public via surveys, public forums, media, etc.
• Records all inquiries and/or work requests into WorkTech; captures all
• relevant contact information and details; provides follow-up to residents by phone or email
• Closes work orders when complete
• Ensures departmental webpages are Up-to-date and conducts updates as assigned
• Facilitates outreach and communication to the public via surveys, public forums, media, etc.
• Supports the evaluation of programs and resident surveys and tracks and compiles operational data and key performance indicators
• Receives Permit/Transit applications and inquiries, distributes and receives information and facilitates approvals. Maintains permit/pass records and reconciles monthly

Payroll

• Completes and submits weekly or bi-weekly payroll entries for the department in WorkTech
• Tracks and records vacation, banked time scheduled and time taken in WorkTech; ensuring that time taken is within staff entitlements and collective agreement (CUPE and UNIFOR)
• Maintains payroll and attendance records in departmental file
• Responds to staff inquiries relating to payroll and attendance issues
• Maintains manual records of staff attendance and overtime, by section.
• Communicates confidential information with supervisor on payroll and attendance changes, updates to staff information, onboarding, and medical absences.

Accounts Payable/Receivable

• Creates purchase orders, reconciles invoices and materials received against purchase orders, and processes cheque vouchers for payment.
• Maintains manual records of departmental purchase orders and cheque vouchers for the department
• Ensures activities are in compliance with City accounts payable policies
• Maintains purchasing card receipts and other supporting documentation for section staff
• Reconciles purchasing card statements and transaction registers, allocating charges to the appropriate accounts
• Liaises and coordinates purchasing activities with various vendors and contractors
• Regularly responds and provides information and reports regarding accounts to internal staff, management, and vendors
• Ensures required paperwork is included with cheque voucher packages, including quotes, sole/single source letters, WSIB, insurance, as required
• Coordinates with Finance to set up new vendors, update purchase orders through purchase order amendments(POA), and contract and capital purchase orders

Administration

• Provides clerical services for department managers and/or supervisors including filing, telephone coverage, scanning, and archiving & data entry as necessary or assigned.
• Processes incoming and outgoing mail
• Provides and maintains an appropriate inventory of office supplies
• Supports and/or attends meetings as required. Support may include booking travel, preparing agendas, minutes, reports, room bookings and follow up work as directed by supervisor
• Provides back-up to departmental Administrative Team as required.
• Completes other duties as assigned

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.
EDUCATION/SPECIALIZED TRAINING/SKILLS:
Minimum Qualifications:

• Minimum 2-year College diploma in business, office administration, public relations, or marketing studies.

Preferred Qualifications:

• Demonstrated customer service skills with sound judgement, tact and discretion and the ability to communicate clearly with the public in person and on the phone.
• Demonstrated working knowledge of the structure and services provided by Transportation & Operations Services.

WORK EXPERIENCE:
Minimum Qualifications:

• Minimum 2 years of office experience
• Experience dealing with the public in a customer service capacity

Preferred Qualifications:

• Demonstrated experience using computers and applicable software; MS Office, internet browsers, VADIM, WorkTech.
• Knowledge of accounting and business practices

WHAT'S IN IT FOR YOU:

• Competitive market salary

• Competitive employer-paid extended health benefits

• OMERS Pension Plan
• Opportunity to enter a hybrid work arrangement subject to applicable policies and approvals, following the successful completion of the probationary period.
• 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.
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).

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