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

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

Job summary

The Town of Caledon is seeking an Administrative Assistant, Information Technology on a contract basis up to 6 months. Reporting directly to the CIO, you will provide administrative support, manage invoicing, budgeting insights, and vendor interactions within a municipal IT portfolio.

The successful candidate will be highly organized, capable of handling complex stakeholder relationships, and comfortable with in-office and remote work as required.

Qualifications

• The candidate has a post-secondary diploma in Business Administration or closely related field.
• Minimum of one year of related administrative experience.
• Experience in a municipal setting is considered an asset.
• Strong verbal and written communication skills.

Responsibilities

• Schedule meetings, prepare agendas, record meeting minutes, and handle correspondence.
• Serve as first point of contact for admin matters (phone, email, visitors).
• Own end-to-end invoicing, verify and track invoices for timely processing.
• Coordinate with external vendors on payment status and billing disputes.
• Maintain divisional spending records against approved budgets.
• Provide back-up support for FOI requests.
• Liaise with vendors regarding orders, quotes, and returns.
• Input and update IT asset inventory in the asset management system.
• Process P-Card transactions, invoices, and statements.
• Assist CIO and managers with ad hoc duties and special projects.

Skills

Administrative support

Scheduling meetings

Vendor management

Invoicing

Record keeping

Budget monitoring

Communication

FOI coordination

Purchasing

IT asset management

Education

Post-secondary diploma in Business Administration

Job description

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

Job Category : Corporate Services

Requisition Number : ADMIN002383

• Posted : August 27, 2026


• Full-Time


• Hourly Range : $34.41 CAD to $43.01 CAD

Locations

Showing 1 location

Town of Caledon, Town Hall
6311 Old Church Rd
Caledon, ON L7C1J6, CAN

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.

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.