Administrative Assistant, Information Technology (Contract up to 6 Months)

Town of Caledon; Caledon; Hybrid; CAD 47,000 - 59,000; Full time

Job summary

The Town of Caledon is seeking an Administrative Assistant, Information Technology to support the CIO and coordinate the IT portfolio in a dynamic municipal environment. The role requires strong organization and the ability to manage complex stakeholder relationships in a fast-paced setting.

You will schedule meetings, record minutes, handle inquiries, and own the invoicing process, vendor communications, and budget tracking. Flexibility to work in-office, remotely and after hours is required.

Qualifications

• Post-secondary diploma in Business Administration or closely related field.
• Minimum of one year related administrative experience; municipal setting an asset.
• Strong communication and organizational abilities with attention to detail.

Responsibilities

• Assist the CIO and managers with day-to-day activities including scheduling and minutes.
• Act as first contact for admin matters via calls, emails and visitors.
• Own end-to-end invoicing, verify and track invoices for timely processing.
• Liaise with external vendors on payments, contracts and billing issues.
• Maintain divisional spending records and assist with budget monitoring.
• Provide FOI support and manage IT asset inventory updates.
• Process purchasing and coding of P-Card transactions and reimbursements.

Skills

Analytical skills

Problem-solving

Verbal & written communication

Stakeholder management

Education

Post-secondary diploma in Business Administration

Tools

IT asset management system

Job description

Description

The Town of Caledon is a dynamic municipality that successfully balances urban, rural, and agricultural communities. Our energetic staff are guided by our core values that create an environment for continuous improvement and customer service excellence.

Job Details

Our energetic staff are guided by our core values that create an environment for continuous improvement and customer service excellence. In addition to offering exciting career opportunities, the Town also provides a competitive and comprehensive total rewards package. Come see how you can make a difference.

The Opportunity (Vacancy: Replacement)

Reporting directly to the Chief Information Officer (CIO), the Administrative Assistant, Information Technology is responsible for providing direct administrative support to the CIO and central coordination of their functional portfolio. The successful candidate is highly organized and capable of managing complex stakeholder relationships within a fast-paced environment.

As the Administrative Assistant, Information Technology you will perform the following duties, including but not limited to:

• Assist the CIO and managers in day-to-day activities including but not limited to scheduling of meetings, preparation of agendas, recording meeting minutes, correspondence and other administrative tasks.
• Act as the first point of contact for administrative matters, handling phone calls, emails and visitors with a professional and helpful approach.
• Own the end-to-end invoicing process, including receiving, verifying and tracking all invoices to ensure they are processed without errors or delays.
• Act as the main point of contact for external vendors regarding payment status, contract renewals and billing disputes.
• Assist the CIO by maintaining an up-to-date record of divisional spending against approved budget, highlighting any discrepancies.
• Provide back up support with all Freedom of Information requests.
• Liaise with vendors with respect to order inquiries, quotes and return merchandize authorizations
• Input, maintain and update IT asset inventory (master items, pricing, vendor info) in the IT asset management system and vendor databases where applicable
• Must be able to make responsible purchases with approval, and within established guidelines.
• Purchasing, processing, allocating, and coding P-Card transactions, invoices and statements.
• Manage vendor creation, payables, refunds, grants, and expense processing and employee reimbursements.
• Perform additional duties and undertake special projects as assigned.

The Ideal Candidate

We are seeking an experienced professional with a post‑secondary diploma in Business Administration or closely related field. Our ideal candidate has a minimum of one (1) year related experience in an administrative role. Experience in a municipal setting is considered an asset.

The ideal candidate will have demonstrated analytical and problem‑solving skills involving occasional ingenuity, refinement of procedures. We are seeking an individual who has excellent verbal and written communication skills with the ability to give, obtain and/or exchange routine information.

The successful candidate for Administrative Assistant, Information Technology will be required to work a flexible schedule, including in the office, remotely and after hours (as required).

This position offers an hourly range of $34.41 to $43.01.

Satisfactory passing of a criminal record check, and proof of qualifications will be required of any successful candidate(s) for this position.

The Town is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Town is an equal opportunity employer that is committed to an inclusive and barrier-free workplace. If your application requires accommodation, please contact People Services at [phone] Ext. 4738.

Applications for this posting will be accepted until September 11th, 2026, 12:00PM.