Facilities Administrative Assistant

Our client is seeking a highly organized, proactive, and detail-oriented Facilities Administrative Coordinator to oversee the administrative, financial, and clerical operations. This would be a Mon-Fri 20-25 hour a week temporary position for the next 4-6 weeks but could go permanent for the right individual. If a permanent offer is made, it would include a full benefits package and the hours would increase to 35 hours/week. This would be an in-office position and the individual would be sitting at the front desk and be the face of the operation.

Key Responsibilities:

Office Operations & Staff Supervision:

• Supervise & Coordinate: Manage daily office operations; assign and coordinate work tasks for administrative staff; provide training, guidance, and performance support.
• Process Improvement: Develop efficient office work procedures and keep the Facilities Director informed of any operational challenges.
• Customer Service: Act as a primary resource for citizens, town departments, and committee members; interpret town policies/by-laws and resolve complex inquiries or complaints with tact and diplomacy.

Financial Management & Reporting

• Budgeting & Analysis: Assist the Facilities Director with budget preparation, compliance monitoring, and financial projections; compile data for the annual departmental budget and town report.
• Accounting & Payroll: Oversee or directly prepare departmental payroll, invoices, requisitions, budget transfers, and essential accounting records.
• Presentations & Studies: Create charts, graphs, and tables to present financial data; conduct capital and energy-related studies and reports as required.

Administrative & Systems Support

• Data & Systems: Manage and schedule the department's Computerized Maintenance Management System (CMMS).
• Research & Grants: Conduct policy/program research and write detailed reports for the Director; assist with grant writing, tracking, and reporting.
• Clerical Oversight: Oversee general clerical tasks including filing, mail distribution, data entry, draft correspondence, and records management.

Qualifications:

• Education: Associate’s degree in Business (or a related field).
• Experience: Five (5) years of supervisory and office experience, or any equivalent combination of education, training, and experience.
• Sector Experience: Municipal experience is highly desired.
• Technical Skills: Proficiency in MS Office (Excel, Word, PowerPoint) and experience with Computerized Maintenance Management Systems (CMMS) or municipal software.
• Leadership & Communication: Outstanding verbal and written communication skills; ability to manage a team, handle escalated citizen complaints with professionalism, and work closely with municipal leadership.

This position is an excellent opportunity for individuals committed to delivering high-quality administrative support within a professional setting. Please apply immediately or contact JMT Staffing Solutions directly if you are interested in learning more. This position would start at $35/hr and could increase upon getting a permanent offer.