Town Operations Coordinator

Position Status:

Full-Time, Hourly (Non-Exempt)

Standard Hours:

40

Hours Per Week Reports To:

Select Board Direct Reports:

None Position Overview The Town Operations Coordinator serves as the administrative agent for the Select Board and provides essential operational support to the Town's statutory officers. This is a central administrative role responsible for keeping the Town Office functioning efficiently.

Crucial Time Management Requirement:

The Town does not budget for overtime. This position requires attendance at evening meetings. The employee is strictly required to manage their weekly schedule—flexing daytime hours to accommodate evening obligations—to ensure the total time worked does not exceed 40 hours in any designated workweek. I.

Primary Duties:

Select Board Administration Board Agent:

Acts as the primary liaison between the Select Board and the public, vendors, and other town departments. Executes directives and policy decisions made by the Board.

Meeting Administration:

Prepares agendas, warrants, and packets for Select Board meetings. Attends meetings to record official minutes.

Grant & Project Coordination:

Administers grant reporting, coordinates ongoing projects.

Town Office Management:

Manages office supply inventory, coordinates building maintenance, and serves as the point of contact for IT and service vendors.

Public Information:

Manages the town website, social media accounts and ensures public notices are posted in accordance with Maine statutes. II.

Functional Support:

Clerk & Tax Collector Services Counter Operations:

Staffs the front window to process motor vehicle registrations, recreational vehicle registrations (ATV/Boat/Snowmobile), and dog licenses using procedures established by the Town Clerk.

Payment Processing:

Accepts tax payments and issues receipts.

Coverage:

Provides scheduled coverage for the Town Clerk/Tax Collector to ensure the office remains open to the public during vacations or absences. III.

Functional Support:

Town Operations Supporting the

Treasurer Accounts Payable:

Compiles invoices, verifies proper account coding with the Select Board, and enters data for the bi-weekly Warrant.

Payroll Entry:

Collects timesheets and inputs data for payroll processing.o

Bank Deposits:

Prepares bank deposits for review and finalization by the Treasurer. Operational & Administrative Coordination Coordinates municipal contracts, renewals, and insurance documentation. Coordinates interdepartmental communication and scheduling.o Provides administrative support to boards & committee as assigned. IV. General Assistance (GA) Administration Support Assists the appointed General Assistance Administrator in the administration of the municipal welfare program in strict compliance with Title 22 M.R.S.A. and the Town's GA Ordinance. V. Authority & Limitations This position does not have independent authority to set policy, hire, discipline or terminate employees, or commit municipal funds without Selectboard approval. All actions are subject to oversight and direction of the Selectboard. Deputy authority is exercised only when formally designated and in accordance with Maine law. VI.

Work Schedule & Time Management Standard Workweek:

40 hours per week, typically Monday through Friday.

Evening Meetings:

Attendance at bi-weekly Select Board meetings is required.

Schedule Flexing:

The employee is expected to adjust their daily start/end times during weeks with evening meetings to maintain a 40-hour total.

Overtime Policy:

Overtime is not authorized. Any hours worked beyond 40 must be pre-approved by the Select Board Chair in emergency situations only. VII.

Desired Qualifications Experience:

Experience in office administration, customer service, or social services intake.

Technology:

Proficiency in Microsoft Office (Word/Excel) is required. Experience with Trio software is strongly preferred.

Training:

Willingness to attend Maine Municipal Association (MMA) training on General Assistance law. VIII.

Legal & Confidentiality Requirements Appointments:

Must be sworn in as Deputy Town Clerk, Deputy Tax Collector, and Deputy Treasurer. Confidentiality (Crucial): Must strictly adhere to Maine confidentiality statutes regarding General Assistance recipients. Unauthorized disclosure of GA information is a civil violation.

Bonding:

Must be bondable by the Town's insurance carrier.

Pay:

$29.50 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person