Job 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

Reporting to the Commissioner, Community Services, the Administrative Coordinator serves as the Commissioner’s primary executive support. This is a high-visibility role with direct ownership of effective and efficient administration of the Community Services department. As the Administrative Coordinator, Community Services, you will perform the following duties, including but not limited to:

• 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.
• Accountable for reviewing and tracking written requests, enquiries and concerns from Members of Council within Community Services and provides 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;
• 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.
• Designated Records Liaison and provides recommendations. Maintains the hardcopy, electronic filing system and leads corporate project initiatives for Community Services in accordance with the Town’s Records Retention Policy.
• 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

The Ideal Candidate

We are seeking an individual that is meticulous, highly organized and detail oriented. The successful candidate has a post-secondary diploma in Business Administration, Public Administration or closely related field and minimum 5 years of progressive administrative and coordination experience, ideally supporting senior leadership or executive-level staff preferred. They combine strong administrative fundamentals, anticipate leadership needs, and are capable of managing competing priorities to consistently deliver accurate, polished work in a timely and proactive manner.

We are seeking an individual who has excellent verbal and written communication skills, including the ability to communicate with internal partners, Council members, Town senior leadership, and members of the public accurately, tactfully and convincingly.

The successful candidate for Administrative Coordinator, Community Services, will be required to work a flexible schedule, including minimum in-the-office (80%), remotely, and after hours (as required).

This position offers a salary range of $69,108.96 to $86,386.20plus a competitive benefit package.

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 (905) 584-2272 Ext. 4738.

Applications for this posting will be accepted until July 2nd, 2026, 12:00PM.

The Town of Caledon does not use artificial intelligence (AI) technology for screening, assessing, or selecting candidates.