Assistant to Manager

at Town of Pittsfield in Pittsfield, Maine, United States

Job Description


The Assistant is appointed by and accountable to the Town Manager. This administrative assistant position will be responsible to support the Town Manager in a comprehensive community development program.  Assists the Town Manager with town-wide government workflow and office administration.  Manages the Town’s human resources functions. This is a confidential position dealing with sensitive materials.

This position will work closely with the Town Manager providing necessary administrative support to manage a multi-million dollar operation with 14 active departments, numerous non-staff departments and the multi-year capital improvement plan. Work is reviewed through observation of results, by conferences, working together on projects and through written and oral briefings to the Town Manager.

EXAMPLES OF DUTIES (Illustrative Only)

The Assistant will provide support to the Town Manager for a wide variety of projects and areas, exampled, as follows:

1.  Manage the Town’s human resource operations by assisting with recruiting, testing, interviewing, selecting, bargaining and conducting an orientation program. Provides training, coaching and counseling; resolves problems and recommends discipline.  Conducts personnel policies administration; appraises and reviews staff contributions; processes weekly payroll; administers benefits programs; and meets regulatory and reporting compliances.    

2.  Coordinate assigned areas of responsibility by addressing matters requiring the attention of the Town Offices. Assures that matters are processed in a timely manner by maintaining calendars; issuing reminders of pending matters; scheduling meetings; and preparing correspondence.  Responsible to advise the Town Manager on the effective, efficient and economical management of the area of assignment, planning and submitting reports and recommendations on a variety of topics.

 3.  Assist with Office administration duties including the purchase and maintenance of all office equipment. Oversees all contracts for the purchase and/or lease-purchase of office equipment and supplies by coordinating, planning and managing all external vendors. 

 4.  Provide recommendations after research on technology needs of the Town Offices as well as provides advice to department heads and supervisors requiring assistance. Maintains an inventory of town-owned technology, provides recommendations to the Town Manager for technology replacement.  Coordinates, plans and manages all external vendors and contracts providing technology services for the Town Offices and assists departments requiring help with their technology. 

 5.  Coordinate the Town’s Liability Insurance Program. Manages insurance claims.  Responsible for the administration of the Town’s Risk Management and Workers’ Compensation Programs including management of files.  Schedules annual safety training for all departments.  Maintains training records for all positions.  Assists departments to comply with the Department of Labor laws. 

 6.  Assist in the preparation, administration, implementation and close out of grant applications and projects, including other funding and in-kind funding sources. Includes all recordkeeping and administration of grant and other funding programs to ensure proper use of funds and compliance with all state and federal standards.  Maintain grant and other funding folders as required for proper administration by federal and state agencies as well as the Town Auditors.  Track all project revenues, expenditures and in-kind contributions.

 7.  Maintain liaisons with regional, state and federal agencies and coordinate programs and resources with various agencies.

 8.  Research and present infrastructure improvements, economic development projects and community development projects that would increase the visibility of the Town as a business location and a quality place to raise a family.

 9.  Oversee workflow of the government including capital improvement projects. Develop plans, cost estimates and funding sources for projects.

 10. Oversees the work of companies and contractors in and around the Municipal Building. Responsible for scheduling interior and exterior work such as janitorial, floors, painting, roof, exterior, fire extinguishers, elevator and heating/cooling.

 11.  Recruit volunteers for community activities, events and grant in-kind contributions.  

12.  Prepare information for the community including press releases, publications and newsletters as well as compile information for the Town’s website, social media and other media.  Arranges for the printing and placement of various notices in accordance with federal, state and local regulations.

 13.  Assist in maintaining a comprehensive filing system and digitization program for the Town Office files including the Town Manager’s files. Prepares correspondence on needed subjects.    Maintains electronic and hard copy filing system as necessary.

 14.  Identify and make recommendations regarding enhancements to department procedures and guidelines.

 15.  Perform bank and other financial reconciliations.

 16.  Prepare bid documents and relating contracts to administer work.

 17.  Enhance department and organization reputation by accepting ownership for accomplishing new and different requests, exploring opportunities to add value to job accomplishments.

 18.  Perform all other tasks, as the Town Manager deems necessary, to provide  management support for the effective and efficient operation of all town services.


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Job Posting: 754543

Posted On: May 19, 2022

Updated On: Jun 17, 2022