Selectmen’s Assistant and Accounts Payable Clerk - Buxton

Start Date: April 28, 2025 | End Date: October 25, 2025
County: York County
Job Type: Other

This position is responsible for providing secretarial, administrative and technical support to the Buxton Board of Selectmen. As well as the processing of all accounts payable for the week. It requires an individual who can manage multiple, time-sensitive tasks with frequent interruptions, and one who is self-motivated and can work independently with minimal instruction.  The Selectmen’s Assistant is required to use considerable discretion, as many areas of the work must remain confidential.  This position requires a high level of professionalism, a positive image, positive attitude and the ability to handle a considerable amount of interaction with other departments and the public efficiently and effectively.  The Selectmen’s Assistant must be familiar with the Town’s organizational structure and operating characteristics.  The Selectmen’s Assistant is a 40hr week job, and is required to attend one weekly, evening Selectmen’s Meeting.

Job Description

Essential Duties and Responsibilities

1. Provides administrative and technical support to the Board of Selectmen.  Prepares reports, postings and notices for hearings and other meetings, types correspondence, does research and compiles necessary reports as requested.
2. Prepares all agendas for the Board of Selectmen and attends the Board’s weekly Selectmen’s Meetings to take the minutes and transcribe them for the Town’s official meeting record.
3. Prepares all postings and notices for public meetings and hearings for Secret Ballot Articles, Annual Town Meetings and warrants,
4. Handles licensing including Victualer Licensing, Junk Yard Licensing, Liquor Licensing, Special Amusement Permits and more.
5. Prepares bid packages and ads for posting in newspapers, on the Town’s website and for the general public.  Follows process through and prepares final written notification to bidders.
6. Initiates and manages development of the annual Town Report, working with the graphic artist, the printer, and all Town Departments gathering photos and preparing reports for the creation of the Town’s Annual Report.  Works with the printing company to make sure the Town Report is completed and delivered to the Board of Selectmen on time.  Organizes the annual dedication ceremony.
7. Makes appointments for the Board of Selectmen, handles phone calls and routes callers to the appropriate departments as necessary.
8. Maintains the schedule for conference rooms, and books the rooms as requested.
9. Maintains Records, such as Contracts, licenses, Legal Documents, bid postings and results, vendors agreements etc.
10. Updates and oversee the changes to the Town of Buxton’s Website making sure the site is up to date.
11. Keeps records of all correspondence, contracts, Town Business etc.
12. Establish and maintain effective working relationships with all Town officials, employees and the public.
13. Serve as Back-up General Assistance specialist when GA director is not available.
14. Processes “Accounts Payable” weekly, which includes receiving bills, making payments, communicating with vendors, and maintaining financial records.
15. Working closely with Town Treasurer and helping with duties as needed.
16. Other duties as required

Experience Required

1. Secretarial/administrative experience in a professional office environment.
2. Experience working with the public via phone and in person.
3. Ability to handle sensitive and confidential issues involving Town business and the public.
4. Experience with processing accounts and making payments to vendors

Skills Required:

1. Professional appearance and attitude.
2. A minimum of 3+ years’ experience as an Administrative Assistant/Executive Secretary.
3. Excellent oral and written communication skills with ability to prepare written communications with minimal direction.
4. Ability to multi-task and work with minimal direction.
5. Self-directed with ability to work with little supervision and meet tight deadlines.
6. Understanding of Maine laws as they relate to Municipal government.
7. Basic understanding of Buxton’s Charter, Zoning and Comprehensive Plan.
8. In-depth knowledge of computers and software programs, including Excel, Word, and municipal government programs like TRIO

Job Type: Full-time

Pay: $25.00 - $29.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday, Wednesday 11:30-7:30

Work Location: In person

Interested applicants can send a resume and cover letter to Hunter Cox at [email protected]