Job Scope:
Reporting to the Director of Planning & Development and the Director Public Works, the Administrative Coordinator serves as the lead administrative resource supporting multiple municipal departments. This role provides advanced administrative coordination, project support, reporting, records management, grant administration, and process improvement services.
As a key member of the team, you will coordinate complex information, support strategic initiatives, prepare reports and presentations, monitor projects and funding programs, and help ensure consistent and efficient administrative practices across departments.
DUTIES:
Senior Administrative Coordination
· Coordinates information flow, documentation, schedules, and reporting requirements across departments, consultants, agencies, and partners
· Develops and maintains administrative procedures, templates, standards, and workflow documentation
· Provides guidance and support to administrative staff regarding records management, reporting, and software systems
· Coordinates meetings, agendas, supporting materials, meetings summaries, minutes, and action item follow-up activities
Reporting, Analytics & Business Support
· Prepares operational, statistical, performance measurement, and management reports, including preparing reports in the Municipality’s meeting management system (i.e. iCompass)
· Compiles, validates, analyzes, and consolidates information from multiple systems and departments
· Develops and maintains tracking systems, dashboards, spreadsheets, and reporting tools
· Prepares presentations, briefing notes, correspondence, Council reports, and funding submissions
Project & Program Coordination
· Provides administrative coordination for departmental projects, studies, strategic initiatives, and program implementation activities
· Monitors project milestones, deadlines, deliverables, approvals, and reporting requirements
· Coordinates information exchange between departments, consultants, contractors, and external agencies
· Supports committee and regulatory processes through documentation and communications
Grant & Funding Administration
· Research grant opportunities and maintain funding calendars
· Coordinates grant application submissions and supporting documentation
· Maintains records required for compliance, audits, and accountability requirements
· Supports post-award reporting, claims submissions, and grant administration activities
Financial & Administrative Analysis
· Assists with budget administration, expenditure tracking, reconciliations, and financial reporting
· Monitors project and program expenditures
· Compiles and analyzes financial information to support reporting and planning activities
· Maintains organized financial records in accordance with municipal policies and audit requirements
Records Management & Process Improvement
· Supports departmental software systems, reporting applications, and document management systems
· Coordinates user support, training materials, and process improvements
· Ensures compliance with records retention requirements, privacy legislation, and corporate policies
· Develops and maintains standard operating procedures and administrative documentation
Internal Service Excellence
· Provides specialized administrative support for corporate and departmental initiatives requiring advanced coordination and organizational expertise
· Tracks and reports on service metrics, administrative workload trends, project performance indicators, and operational outcomes
· Provides backup support to departmental administrative functions during staff absences, peak operational periods, and special projects
· Maintains strict confidentiality and exercise sound judgment when handling sensitive operational, financial, contractual, and strategic information
QUALIFICATIONS:
· Completion of a two-year post-secondary diploma or degree in Business Administration, Office Administration, Public Administration, Municipal Administration, Project Management, or a related discipline
· Minimum of three (3) years of progressively responsible administrative, project coordination, business support, or program administration experience. Experience within a municipal, public sector, government, or regulatory environment is strongly preferred
· Demonstrated experience supporting multiple departments, coordinating complex initiatives, preparing management reports, and administering grant or funding programs
· Experience with records management, performance reporting, project tracking, and process improvement initiatives
· Advanced proficiency with Microsoft Office applications, including Excel, Word, Outlook, PowerPoint, reporting tools, and comfort using Artificial Intelligence tools
· Experience with municipal software systems, records management systems, financial systems, and project tracking applications is considered an asset
· Excellent organizational, analytical, problem-solving, and business communication skills
· Ability to manage multiple priorities and competing deadlines while maintaining a high degree of accuracy and professionalism
· Exceptional customer service skills, with a high degree of tact and professionalism and demonstrated ability to maintain confidentiality when handling sensitive information
· Clean Criminal Record Check required
HOURS OF WORK:
· 40 hours/week, 8:30 a.m. to 4:30 p.m. Monday – Friday, with flexible work hours optional, outlined in the CUPE Local 5085 Collective Agreement
TOTAL COMPENSATION PACKAGE INCLUDES:
· CUPE Grade 13: $31.97 – $39.01/hour
· Comprehensive benefits package covered 100% by the Municipality
· Enrolment in OMERS pension plan
· Vacation, overtime
TO APPLY:
Qualified candidates are invited to submit a cover letter and resume clearly marked, “Administrative Coordinator” before 4:30 p.m. September 10, 2026, to the attention of:
Human Resources
Municipality of Brighton
Box 189, 35 Alice Street
Brighton, ON K0K 1H0
Posted in accordance with Article 18 of the CUPE Local 5085 Collective Agreement.
Personal information and any supporting material obtained will be used in accordance with the Municipal Freedom and Information and Protection of Privacy Act.
Alternative formats of job postings and accommodation during recruitment are available upon request by contacting Human Resources at 613-475-0670.
Artificial intelligence (AI) may be used to screen, assess, or select applicants for this position.
We thank all applicants but only those selected for an interview will be contacted.
