Municipal Career Center

Administrative Assistant to Town Manager, Deputy Harbor Master, Personal Property Tax Collector and Assessor's Agent, Freedom of Access Officer

Start Date: April 02, 2024 | End Date: April 26, 2024
County: Cumberland County
Job Type: Other

Naples

The Administrative Assistant provides direct administrative and clerical support to the Town Manager, Marine Safety, and Personal Property Tax endeavors.

PRIMARY JOB DUTIES:

  • Shall include assisting the Town Manager with office support, research, and special projects as assigned.
  • Assists with the creating of agendas for the Select Board and Budget Committee including Public Hearings
  • Serves as the appointed municipal Freedom of Access Officer, receiving FOAA requests, coordinating the collection of info, and following up through completion with the requestor including billing if applicable.
  • Manages the applications and data for liquor licenses, entertainment permits, and outdoor gathering applications for Select Board approval.
  • Maintains the Board and Committee term statuses and notifies people of their pending term expirations.
  • Maintains the town officials and staff’s email accounts and related software access.
  • Serves as office support for the mooring program for the Marine Safety Division.
  • Ensures timely public notifications of meetings and public hearings to include advertising, neighbor and abutters notices, and periodic bulk mailings for elections, Select Board, and Budget Committee.
  • Ensures timely public notification of the annual General Assistance ordinance changes (September).
  • Researches and maintains all articles of a public nature published in the local newspaper.
  • Shall be responsible for setting up meeting rooms to ensure the Select Board and Budget Committee have all required materials for consideration.
  • Shall assist with Facility Use requests and coordinate and maintain the facility’s use schedule in coordination with the Rec Director.
  • Coordinates schedules with Lake Region Television for the recording of public meetings for the Select Board and Budget Committee.
  • Transcribes meeting minutes from recordings for the Select Board and Budget Committee.
  • Obtains annual report drafts from all departments, produces the annual town report and then seeks publication once approved by the town manager. Sends copies to state agencies and families of dedications.
  • Maintains and updates the municipal website and other social media such as Facebook.
  • Coordinates the collection of annual budget funding requests from Outside Agencies and Community Groups.
  • May provide backup support to the front counter staff to include but not be limited to the registration of motor vehicles, boats, recreational vehicles, issuance of sporting licenses, facility use stickers, bulky waste coupons, and any other duties requested from citizens.
  • Coordinates the bi-annual order of facility use stickers and annual bulky waste coupon books with the Town of Casco and the printing contractor.
  • Manages the annual Business Licensing procedures.
  • Acts as Assessor’s Agency and provides clerical support, abatement requests, supports  collection of taxes, and data entry to the Personal Property Tax Assessor in coordination with the Town’s Tax Collector
  • Other duties including but not limited to managing the Town's phone system, Google and Microsoft accounts, job postings, and interfacing with Maine Municipal Association.
  • Any other special tasks as assigned by the Town Manager

 DESIRABLE KNOWLEDGE, ABILITIES, AND SKILLS:

  • Knowledge of general office equipment
  • Must be proficient in the use of Microsoft Office 
  • Proven ability to interact with the public
  • Ability to communicate effectively, both written and verbally
  • Ability to organize, maintain, and communicate information accurately
  • Ability to prepare and publish reports
  • Ability to work with minimal supervision

 DESIRABLE EDUCATION & EXPERIENCE:

  • Minimum of a high school diploma and two years of office job experience
  • Must have a Maine Driver’s license
  • Experienced in clerical work
  • Experience in dealing with the public

BONAFIED OCCUPATION QUALIFICATIONS: 

  • This employee will be required to work in a general office environment

The duties listed above are intended only as illustrations of the various work types 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 job.

COMPENSATION:             $22.50 - $24.50/hr dependent of qualifications and experience

HOURS:                             Permanent, Full-time, year-round, hourly position, 40 hours/week   

OVERTIME:                       None  

SUPERVISOR:                  Town Manager

DIRECT SUPERVISION:   None

Send resume and cover letter to townmanager@townofnaples.org by April 26, 2024.

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