Administrative Coordinator, Community Services

Town of Caledon•Caledon, ON

14h•CA$69,109 - CA$86,386•Hybrid

About The Position

The Town of Caledon is seeking an Administrative Coordinator for the Community Services department. This role reports to the Commissioner, Community Services, and serves as the Commissioner’s primary executive support. It is a high-visibility position responsible for the effective and efficient administration of the department. The role involves managing various administrative tasks, coordinating logistics, handling confidential information, and liaising with different departments and external stakeholders.

Requirements

Post-secondary diploma in Business Administration, Public Administration or closely related field.
Minimum 5 years of progressive administrative and coordination experience, ideally supporting senior leadership or executive-level staff.
Strong administrative fundamentals.
Ability to anticipate leadership needs.
Capable of managing competing priorities to consistently deliver accurate, polished work in a timely and proactive manner.
Excellent verbal and written communication skills.
Ability to communicate with internal partners, Council members, Town senior leadership, and members of the public accurately, tactfully and convincingly.
Satisfactory passing of a criminal record check.
Proof of qualifications.

Nice To Haves

Ideally supporting senior leadership or executive-level staff preferred.

Responsibilities

Provide administrative support to the Commissioner including calendar management, meeting preparation, recording meeting minutes/ action points, expense reporting, leading and supervising tasks, project assignments, research department initiatives, correspondence, scheduling, mail and records management.
Coordinate meeting logistics, including agenda preparation, room setup and follow-up action items on behalf of the Commissioner.
Handle confidential emails, sensitive communications and reports on behalf of the Commissioner.
Represent the Commission in coordinating and uploading Council Agenda and Community Services (Public and Confidential) Reports/Memos; maintain the Council resolutions database on behalf of the Commission; prepare and manage agenda items/supporting documents using eScribe.
Review and track written requests, enquiries and concerns from Members of Council within Community Services and provide follow-up with appropriate Directors, Managers or Supervisors, as part of the Corporate Communication protocol.
Oversee and monitor the intake of all Employee Data workflows to ensure adherence to People Services and IT protocols such as proper job classification, department pay code, appropriate file access according to job role and responsibility, prior to approvals.
Troubleshoot with department, People Services, IT and Corporate Facilities, when required.
Act as Coordinator and point of contact for department-wide IT network access, hardware assets, security access, temporary access passes and Town maintenance work order requests for on-going staff needs and requirements, staff relocations, terminations, new recruits.
Assist with preparing forms, correspondence and confidential documents related to Human Resources, payroll, Health and Safety, Accident Investigations.
Manage the logistics and transactions of procurement tender administration for events and department initiatives.
Collaborate with department staff and regularly deal with Risk Management regarding scope of work, communication with vendors and suppliers, successful and non-successful bidders, insurance, WSIB, purchase order requirements, site visits and scheduling, while adhering to the Purchasing By-law and corporate protocols.
Serve as Designated Records Liaison and provide recommendations.
Maintain the hardcopy, electronic filing system and lead corporate project initiatives for Community Services in accordance with the Town’s Records Retention Policy.
Act as Department Lead for responding to department-wide FOI requests per Town policy and legislative timelines.
Train and update new recruits and existing staff on new department or corporate administrative procedures and programs.
Train staff on records management practices and eScribe usage as needed.
Perform additional duties and undertake special projects as assigned.