Administrative Coordinator - Business Services

ADMINISTRATIVE COORDINATOR - BUSINESS SERVICES Purpose

This position performs a variety of complex clerical and administrative duties in support of the Administration Department, to include purchase order processing, managing surplus assets, and other support functions. This position serves as the receptionist for the Town Hall building, establishing a professional, welcoming, and efficient environment for citizens, staff, vendors, and leadership. The role requires sound judgment, discretion, initiative, and the ability to operate independently within established procedures while maintaining alignment with leadership direction.

Specific duties, projects, and responsibilities may be assigned based on skills, abilities and experience.

• Serve as the primary receptionist for Town Hall, assisting employees, citizens, visitors, vendors and Town officials in person and by telephone.
• Provide a welcoming, respectful, efficient, and service-oriented environment for both external and internal customers.
• Serve as a secondary cashier for payments collected at Town Hall, ensuring accurate receipts and posting payment transactions. Prepare the front counter and cash drawer for daily operations, to include balancing and accounting for cash received.
• Maintain the organization, appearance, and operational readiness of the Town Hall reception area, lobby, public-facing spaces, and shared common areas. Manage inventory and replenishment of supplies and ensure shared equipment remains functional and accessible.
• Assist with mail distribution and incoming/outgoing deliveries.

• Independently resolves routine administrative matters within assigned authority and established communication protocols, escalating issues appropriately when necessary.
• Serve as the Town’s Purchase Order (PO) Clerk, to including but not limited to:
  • Review all requests for POs and Change Orders (CO) to ensure accuracy, compliance, completeness, and efficient processing;
  • Provide system wide support, such as registering new vendors; liquidating POs; and providing technical knowledge on purchasing procedures and required documentation;
  • Maintain organized and accurate records in accordance with retention requirements; and
  • Other tasks defined by the Finance Director or his/her designee to ensure proper internal controls and separation of duties.
• Coordinate and process the Administration and Legislation departments’ POs, COs, accounts payable, and similar. Track department spending for budgeting and reporting.
• Perform clerical duties to include but not limited to drafting correspondence, filing, and record keeping and management.
• Administer the surplus property disposal program in coordination with the Town Clerk.
• Assist department members in planning, preparing for, and organizing meetings, employee events, and similar. Prepare documents, organize records, coordinate catering and other hospitality, and similar tasks.
• Supports special projects and operational initiatives of the Administration and Legislation departments such as, but not limited to: administrative support of the Town’s historical art, property, and book collections, public information request process, assisting with organization of Town leases and contracts, etc.
• Other reasonable duties as assigned.

Required minimum qualifications:

• High School Diploma or GED required / College Degree strongly preferred.
• A minimum of three years in a position with similar skills and responsibilities.
• Knowledge of general office procedures and administrative practices.
• Intermediate or better knowledge of Microsoft Office products, Adobe, Canva, and similar as well as the ability to learn new software programs and computer applications quickly.
• Skill in clear, professional, and respectful communication across written, face-to-face, and telephone interactions.
• Skill in maintaining composure, sound judgment, and effectiveness in fast-paced or sensitive environments.
• Skill in exercising professional self-awareness and fostering productive, collaborative working relationships.
• Skill in performing duties with…