Administrative Assistant, Information Technology

The Town of Caledon is a dynamic municipality that successfully balances urban, rural, and agricultural communities. They are seeking an Administrative Assistant to provide direct administrative support to the Chief Information Officer and coordinate their functional portfolio in a fast-paced environment.

Responsibilities

• 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

Skills

• Post-secondary diploma in Business Administration or closely related field
• Minimum of one (1) year related experience in an administrative role
• Demonstrated analytical and problem-solving skills involving occasional ingenuity, refinement of procedures
• Excellent verbal and written communication skills with the ability to give, obtain and/or exchange routine information
• Satisfactory passing of a criminal record check
• Proof of qualifications
• Experience in a municipal setting is considered an asset

Benefits

• Competitive benefit package

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