Administrative Assistant Purchasing

7 days ago

Oakville, Canada Halton Regional Police Service Full time

**The Team you are Joining - Who We Are**:
The Halton Regional Police Service contributes to the safety and well-being of more than 637,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington. It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena. Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more. This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments.

**About the Role - How you will Contribute to the Service**:
The Corporate Services Division is looking to hire **an Administrative Assistant (temporary as required**) to provide support to the Purchasing team and to play a pivotal role in supporting the needs of our Service. You will be a part of a team that follow processes and policies and will increase your continuous learning as it relates to administration and the purchasing by-law. Step into a fast-paced role where you will be responsible for Responsible for providing administrative support to the Purchasing Unit for Requests for Quotes (RFQ’s), Requests for Tenders (RPT’s) and Requests for Proposals (RFP’s). You will develop, organize and maintain administrative records for the Unit and process requisitions, purchase orders, and Goods Receipts (GR’s) in accordance with the Purchasing By-Law.

**Here’s What you’ll Get to Do**:

- Assist with procurement tasks such as: bidder communications; monitoring contractor requirements (WSIB, Insurance, Security Clearance, expiry and funding); highlighting invoice discrepancies; generating low value purchase orders where the competitive bid process has been completed; release orders against approved service invoices and/or simple contracts
- Solicit informal competitive quotes for low-dollar purchases. Complete tracking and expediting of these goods.
- Administer various aspects of contractor requirements such as completion of appropriate waiver release forms and security clearances, maintaining the Security Clearance Contractor Tracking System on the portal and maintaining files of Security Clearances paperwork.
- Respond to general inquiries from staff and vendors regarding the purchasing process.
- Follow-up with vendors, suppliers and contractors regarding rush orders, order status, discrepancies in shipments, unsuccessful clearances, etc.
- Create and maintain files. Administer records retention program for the Purchasing Unit.
- Prepare and maintain vendor/supplier lists and associated information.
- Process HRPS business cards, forms and other printing needs.
- Provide administrative support to the Uniform and Equipment Committee including reserving room, ordering refreshments, room set-up, and minute taking.
- Assist with Controlled Distributions of cleaning chits, including coordinating printing and delivery, generating distribution list, and recording distribution and receipt.
- Other related duties as assigned.

**What you will Bring to the Role**:
**Education, Certifications, Experience and Qualifications**:

- High school diploma
- Knowledge of SAP or FootPrints (or other computerized maintenance management system) would be an asset.
- Proficiency in MS Word and MS Excel
- Tact and diplomacy skills to work within a confidential and professional environment.
- The contract will be a 6-month term contract with the possibly to extend another 6 months due to workload volume.
- University degree or college diploma in Business Studies or related field; is an asset.

**Recruitment Projected Timelines**:

- Online Assessment: Selected applicants will be invited to complete an assessment through our service provider test genius. The exercise will comprise of spelling, language and reading comprehension and will take no more than 45 minutes to complete.
- Behavioural Interviews: Week of January 13th 2025

Note: The successful applicant will need to pass a background check to the satisfaction of the Service which will include reference checks with previous employers, verification of educational achievements, and a criminal background screen.

**What We Offer**: We offer the opportunity to join a progressive work environment with a leading police service. Our Service is committed to the values of Trust and Respect, Integrity, Accountability, Excellence, Teamwork and Justice. We provide our employees with a competitive salary, which includes but is not limited to training and development opportunities, onsite fitness opportunities, access to wellness resources and participation in a defined benefit pension plan - Ontario Municipal Employee Retirement System (O.M.E.R.S.).

This position is base

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