Public Works Office Coordinator Position Available In Hancock, Maine

Public Works Office Coordinator Town of Mount Desert 307 Sargeant Drive, Mount Desert, ME 04660 General Description of Work The Public Works Office Coordinator is responsible for providing secretarial and administrative support to the Public Works Department (Department). This position is located onsite at both the Town Garage on Sargeant Drive and the Wastewater Treatment Plant in Northeast Harbor. Primary job duties involve providing essential support for office operations including communications, records management, and scheduling. Work involves public contact with independence of action in the disposition of routine matters. The Office Coordinator will have a familiarity with the organizational and operational characteristics of the Department as well as the Town of Mount Desert. Additional duties beyond this scope may be required as directed by the Public Works Director or designee.

Responsibilities:

 Establish and operate an efficient office by performing a wide range of complex administrative tasks.  Ability to rapidly acquire and assimilate knowledge of the provisions of the Town Charter, Town Ordinances, Town Policy Manual, and State regulations relating to the operation of the Department and Town government and ability to communicate same to Town personnel and the public.  Receive and prioritize correspondence and act in drafting correspondence, forwarding for action, or distribute for information.  Maintain department contracts and associated documentation to ensure accuracy, compliance, and timely renewals.  Support the procurement process by assisting with the preparation of bid documents, tracking contract timelines, and coordinating with vendors in accordance with Town policies.  Directly support the Public Works Director on strategic and sensitive issues or confidential work (e.g., labor relations, personnel matters).  Edit, proof, and format a wide variety of documents.  Assist in identifying grant opportunities, drafting grant applications, and preparing supporting documentation in coordination with the Public Works Director. PW Office Coordinator/2025.05.29/ BLH Page 2 of 3 Town of Mount Desert 21 Sea Street, P.O. Box 248 Northeast Harbor, ME 04662-0248 Telephone 207-276-5743 Fax 207-276-5742 www.mtdesert.org director@mtdesert.org  Maintain extensive records and files.  Performs other related duties as needed and assigned. Skills and Requirements  Bachelor’s degree or certificate strongly preferred, High School diploma required.  Minimum 5 years’ work experience in a similar environment.  Commitment to maintaining the highest level of service to the taxpayers of the Town.  Strong written communication skills with the ability to draft clear and compelling grant proposals, including research, narrative development, and data organization.  Knowledge of basic procurement practices and ability to assist with the administration of contracts and vendor relationships in compliance with municipal policies  Demonstrated ability to work collaboratively and administer projects.  Strong interpersonal skills for working in a high-profile environment requiring judgment, tact, and diplomacy.  High proficiency in standard productivity software including Microsoft Word, Excel, Access, Outlook, PowerPoint, Teams, OneNote and OneDrive, and Adobe Acrobat required.  Proficient with numerous conferencing platforms (e.g. Zoom, Teams, etc.)  Familiarity with ArcGIS Pro, Tyler Technologies Munis, Autodesk, Microsoft Project strongly preferred.

Illustrative Examples of Work:

 Schedule appointments and meetings to include meeting organization, sending out calendar invites, and ensuring all necessary parties are available.  Receive calls and correspondence regarding Public Works inquiries and transmit pertinent information to the appropriate supervisor for action. Maintain a log of all reports and their resolution.  Organize and maintain physical and digital files in an orderly manner including categorizing documents, archiving older files, and ensuring that sensitive information is stored securely.  Take and transcribe meeting minutes: The Office Coordinator will be tasked with recording the essential points discussed, decisions made, and action items and transcribe these notes into formal minutes for distribution.  Assist with invoice entry, expense tracking, and budget analysis.  Maintain office supplies and equipment including monitoring inventory levels, ordering supplies, and ensuring that office equipment is functioning properly or arranging for repairs when necessary.  Support the Department with administrative Tasks such as conducting research, preparing documents, or assisting with special projects.  Update and manage databases and lists such as asset management plans, roads database, PW Office Coordinator/2025.05.29/ BLH Page 3 of 3 Town of Mount Desert 21 Sea Street, P.O. Box 248 Northeast Harbor, ME 04662-0248 Telephone 207-276-5743 Fax 207-276-5742 www.mtdesert.org director@mtdesert.org contact lists.  Support compliance with Town policies and procedures by ensuring that all administrative processes adhere to Town policies and relevant regulations. Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable an individual to perform these essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable an individual to perform these essential functions.  Sitting or standing for extended periods of time at a desk using a computer.  Typing and data entry.  Lifting and carrying office supplies.  Reaching and stretching to access files and supplies.  Visual acuity for extensive reading and reviewing of documents. New Hire Selection Guidelines The selection process includes a formal application, evaluation of education and experience, oral interview, writing samples, and reference checks. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type:

Full-time Pay:

$60,000.00 – $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Flexible spending account Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Schedule:

8 hour shift

Work Location:

In person