Public Works Office Coordinator - Mount Desert

Start Date: June 12, 2025 | End Date: July 11, 2025
County: Hancock County
Job Type: Public Works

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.
 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,
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.

Town employment application

Town of Mount Desert     [email protected]     207 276-5743 

21 Sea Street

P.O. Box 248

Northeast Harbor, ME 04662