Job Number: 4360
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Administration
Number of Positions: 1
Department: Purchasing
Division: Corporate Services
Hours of Work: 35
Work Schedule: Mon-Fri, 8:30 AM-4:30 PM, hybrid: 2 days in-office / 3 days remote
Union: CUPE 1883
Grade: CUPE 1883 Grade 005
Salary Range: $28.84 - $32.64 per hour
Posting Date: April 30. 2026 at 12:00am
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Provides administrative support in the Section. Prepares and receives bid documents. Posts and updates bid documents, addenda, and procedures on the corporate website. Provides general information, instructions, and advice regarding purchasing services and the procurement process to client departments, vendors, and associated agencies.
- Prepares and types general correspondence, council reports, bid payments and remittances, bid protocols, data, purchase orders, and presentation packages for divisional staff.
- Reviews purchase requisitions for completeness and creates purchase orders. Notifies clients regarding potential late deliveries and arranges alternate dates. Prepares purchase order and requisition documents and forwards for review and approval. Distributes purchase order copies to vendors and users, and files. Resolves discrepancies between purchase orders and invoices received by accounts payable staff, under direction. Confirms purchase orders up to $2,000. In urgent/emergency situations when staff are unavailable, confirms purchase orders up to $10,000.
- Prepares and distributes bid packages/documents and correspondence. Prepares bid evaluation documents for buyers.
- Drafts newspaper advertisements and addendum letters. Sends advertisements to newspapers and posts on corporate and public buyers association websites. Distributes addenda to registered bidders prior to bid closing.
- Posts and updates bid documents, drawings, and addenda on the website. Provides troubleshooting assistance to vendors accessing the website (e.g., downloading documents, registering as a bidder).
- Creates, updates, and maintains general and project filing systems (e.g., vendor information, bid documents, legal contracts). Files correspondence and documents. Creates engineering tender numbers.
- Responds to general inquiries from vendors and staff regarding the purchasing and procurement processes. Refers detailed vendor inquiries to buyers or other staff as needed.
- Assists staff using the inventory management system and online ordering system for corporate-wide contracts. Registers and updates authorized users with vendor.
- Sends weekly fuel prices to users and updates related data.
- Inputs and compiles information (e.g., inventory management system, Crystal reports, Internet) for divisional staff, and prepares related reports. Maintains and updates purchasing guidelines, procedures, and procurement policy and procedures manual in the division and online, as directed.
- As departmental records coordinator, oversees information management activities of records assistants in the Department, and approves storage and disposal requests. Acts as records officer for the Division.
Additional Duties/Responsibilities
- Coordinates the bid opening process. Checks and receives bid document submissions per protocol. Receives, retains, and ensures the security of bid submission deposits ($2,000-$500,000). Books committee rooms, arranges for witnesses, and ensures clocks are synchronized for bid closings. Records information (e.g., ranks bids, adds vendors to list) and updates the website.
- Consults legal services to know if bidders are in litigation with the corporation. Returns cheques to vendors once contracts are officially awarded and documents are signed.
- Receives, sorts, and distributes mail. Arranges courier pickup for outgoing bid documents.
- Books appointments for management; occasionally takes and prepares minutes.
- Provides backup front desk coverage for the Customer Service Assistant (Finance).
- Maintains office supplies and forms for the Department. Arranges servicing of divisional office equipment and stocks paper and toner.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge of office and administrative procedures, protocols, and word processing, acquired through a Grade 12 education plus 3 years of related office experience.
- Knowledge of and ability to comply with policies, procedures, and purchasing by-law.
- Organizational and problem solving skills to prioritize work, meet deadlines, ensure reports, minutes, and correspondence are prepared and distributed on time, and understand and comply with Council recommendations, purchasing and accounts payable procedures, purchase order systems, and budget control processes.
- Communication skills to respond to inquiries regarding processes and procedures, bid document information (e.g., closing dates, contact information); provide instructions to vendors accessing the website; and participate as an effective team member.
- Ability to read and understand purchasing contracts, bid documents, purchase documents, policies and procedures, and data to prepare spreadsheets and provide information. Ability to complete purchase orders, and write letters, memorandums, addendum records, and standard correspondence per instructions. Ability to record accurate vendor information.
- Computer skills with ability to use programs such as Microsoft Office, the internet and corporate website, computerized inventory management systems (e.g., Oracle), and an online bidding platform.
- Ability to travel within Waterloo Region.
- Ability to support and demonstrate the Region’s values.
Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.
We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:
- First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
- members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
- persons with visible and/or invisible (physical and/or mental) disabilities;
- persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions
For questions or to request accommodations during your recruitment, onboarding or employment, please contact
[email protected], or by calling our Service First Contact Centre at phone number (519) 575-4400.
Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.
Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).
