Community Services Administrative Assistant (Temporary 10 Month Contract)

Town of Pelham; Fonthill; On-site; CAD 42,000 - 54,000; Full time

Job summary

The Town of Pelham is seeking a Community Services Administrative Assistant to support reporting, minute taking, data entry and filing for the Community Services department. You will assist with event planning, program coordination, and communications for camps, events, festivals and volunteer initiatives.

The role involves coordinating the Volunteer Program, supporting department programs, and handling inquiries about departments.

Qualifications

• Post-secondary education in Office Administration or Recreation and Leisure, or a related field.
• Smart Serve Certification or willingness to obtain.
• Strong computer background; proficient in Microsoft Programs.

Responsibilities

• Provide high-level administrative support by conducting research, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, managing department subscriptions and memberships, arranging conference calls and scheduling meetings.
• Maintain and update Community Services content on the Town website.
• Populate content for weekly newspaper column and distribute advertising material for the department.
• Maintain department records in accordance with the Town’s record retention policy.
• Prepare quarterly department reports to Council for the Associate Directors’ review and approval.
• Attend department specific working group meetings and take minutes; work with the Chair and Programmer for agenda circulation.
• Administer the Volunteer program including recruitment, scheduling and training.
• Plan, coordinate and implement the Town’s annual Volunteer Appreciation Night.
• Purchase departmental supplies including uniform sand event supplies.
• Reconcile monthly bank statements
• Maintain the daily community coffee cart

Skills

Interpersonal skills

Detail oriented

Multi-tasking

Cash reconciliations

Education

Office Administration or Recreation & Leisure

Tools

Microsoft Office

ActiveNet

Volgistics

Job description

Organization

Town of Pelham

Region

Ontario

Application Deadline

November 12, 2026 before 16:30

Type

Full Time Contract

Category

Office administration

Twitter Facebook Linkedin Send Save Print

Description

Click here to view full screen

Join Us at the Town of Pelham!

The Town of Pelham is a vibrant and welcoming community dedicated to creating opportunities for current and future generations. We are proud to be part of the Niagara Region, known for its natural beauty, strong sense of community, and commitment to sustainability and growth.

Pelham Is Part Of The Dish With One Spoon Wampum, a Treaty That Guides a Commitment To Principles Reflecting Respect For Our Shared Environment And Responsibility To One Another

• Taking only what we need


• Leaving some for others


• Keeping our community clean and thriving

Pelham is home to approximately 19,000 residents and continues to grow while maintaining its small-town charm and high quality of life. The Town’s 2023-2027 Strategic Plan prioritizes responsible growth and development, environmental stewardship, and building a resilient, future-ready organization. The mission is to create an active and sustainable community while promoting an exceptional quality of life, valuing its people, their experiences and the environment. Join the team and help make a meaningful difference in Pelham!

The Opportunity

Reporting to the Associate Director of Community Services – Strategic Initiatives, Programs and Events, the Community Services Administrative Assistant is responsible for organizing and preparing reports including minute taking at department and working group meetings, data entry and filing, gathering and organizing of supplies, and assisting with the development of special events and programs when required. Additional roles include coordinating the Volunteer Program; supporting other departmental Programs; assisting with the promotion and marketing of all department programs and special events; and responding to email inquiries regarding camps, events, festivals, and volunteer programs.

About You

What You Will Do

• Provide high-level administrative support by conducting research, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, managing department subscriptions and memberships, arranging conference calls and scheduling meetings.


• Maintain and update Community Services content on the Town website


• Populate content for weekly newspaper column and distribute advertising material for the department.


• Maintain department records in accordance with the Town’s record retention policy.


• Prepare quarterly department reports to Council for the Associate Directors’ review and approval.


• Attend department specific working group meetings and take minutes; work with the Chair and Programmer for agenda circulation.


• Administer the Volunteer program including recruitment, scheduling and training


• Plan, coordinate and implement the Town’s annual Volunteer Appreciation Night


• Purchase departmental supplies including uniform sand event supplies.


• Reconcile monthly bank statements


• Maintain the daily community coffee cart


• Administer the Pelham Buck and public donation programs


• Provide administrative support for the Community Grant Program, including application processing, documentation, and program coordination.


• Provide back-up support to Customer Service, as required


• Other related duties as assigned

Requirements

What We Are Looking For

Before reviewing the qualifications listed below, we want you to know that we understand you may not meet all the qualifications described. We do still encourage you to apply as you may have other relevant expertise and experience to bring to the role.

• Post-secondary education in Office Administration or Recreation and Leisure, or a related field


• Smart Serve Certification or willing to obtain


• Strong computer background; proficient in Microsoft Programs


• Working knowledge of ActiveNet and/or Volgistics is considered an asset


• Strong interpersonal skills; capable of working with a diverse staff in an open concept office environment


• Be detail-oriented, creative, independent, meticulous, able to multi-task, and complete accurate cash reconciliations.


• Valid Class G Driver’s License and use of a personal vehicle

Salary & Benefits

Other relevant information

Complete the following application: form.pelham.ca/People-Services/Online-Application-Form

From the same organization

Finance Clerk - Town of Pelham

13 Nov, 2026