Washington Grove Town Administrator

Part 1 - Responsibilities

 Manages the day-to-day operations of the Town.

Includes, but is not limited to the following.

Serving Residents

• Serving as the contact person and information source for residents.
• Responding to questions and service calls.
• Creating a system to track requests for service.
• Tracking requests and ensuring resolution.
• Ensuring the Town welcome package is current and is delivered to new residents.

Supporting Mayor and Town Council

• Attending monthly evening Town Council, and Annual and Special Town Meetings.
  Working with the Mayor and Town Council to prepare supporting documents and minutes for these meetings.
• Arranging for any logistical needs for the meeting room.
  Including for hybrid meetings (online and in person simultaneously).
• Apprising Mayor of activities around Town.
• Coordinating with the Mayor, Town Councilors, and other responsible individuals regarding the procurement process.
  Organizing proposals and the bidding process. Sending fully executed contract copies to the Treasurer.
• Providing support and communication with the Planning Commission, Historic Preservation Commission, Web Administrator, Town Archivist, and others.
• Coordinating activities associated with Town elections and maintaining election documents and statistics.
• Documenting code enforcement.
• Proposing and reviewing policies and procedures for the Town’s operation.
• Researching and making reports to the Mayor and Town Council as requested.

Town Operations

• Managing Town facilities and programs, such as Town Hall, recreational fields, and others, ensuring Town compliance with state and county regulations.

• Managing the contracted services used for the good order, maintenance, and general welfare of the municipality.
  Includes snow removal, trash collection, leaf removal, street and sidewalk repair, and other required maintenance.

Information Technology

• Managing the Town website.
  Maintain and update the Town’s website content.
• Establishing an electronic central document system.
  Working with IT professionals as needed.
• Preparing the Town Bulletin.
• Keeping current an Excel spreadsheet of resident names, addresses, emails, and P.O. boxes.

Personnel

• Supervising Town Hall custodian.
  Ensuring custodian's timesheet is completed and approved in a timely manner.
• Managing timely submission of payroll hours and other documentation by part-time staff.

Recordkeeping

• Managing the permitting process for new buildings and home additions.
  Distributing and collecting forms and payment. Liaising among the Planning Commission, Historical Preservation Commission, and applicant.
• Serving as the official custodian of Town records.
  Including those related to Town Council and annual Town meetings, administering the record retention policy, and responding to public record requests.

Other

• Organizing and managing Town Hall rentals and inspections.
  Supplying alcohol permits.
• Managing office and Town Hall audio-visual technology.
• Managing access to Town facilities as required.
• Ensuring sufficient stock of office supplies.
• Collecting mail from the Town’s P.O. Box.
  Holding for pickup by the responsible party.
• Distributing checks and other documents to contractors and residents for pickup.
• Monitoring Automated External Defibrillator (AED) status.
• Performing other duties as may be required by the Mayor or Town Council.

 

Part 2 - Experience and Skills

In Brief, someone organized, detail-oriented, tech-capable, legally aware, and excellent with people—while being flexible enough to handle “whatever needs doing.”

Education and Experience

• Bachelor’s degree
• At least 3-5 years working in customer service or administrative environments.

Core Administrative Skills

• Record keeping & document management
  Maintaining minutes, ordinances, permits, licenses, and historical records accurately.
• Meeting procedures
  Agenda preparation, Minutes preparation.
• Attention to detail
  Legal notices, deadlines, filings, and public records must be exact.
• Time management & organization

Balancing meetings, daily office work, elections, and public requests.

• Independent decision-making
  Under limited supervision so must act confidently. Critical thinking.
• Adaptability & flexibility
  Taking on new tasks as needs arise (IT help, emergency coordination, HR paperwork).
• Crisis readiness
  Supporting town leadership during emergencies, elections, or staffing shortages.

Technical & Office Skills

• Computer proficiency
  Microsoft Word, Excel and PowerPoint. Document scanning. Familiarity with Zoom, MailChimp, email programs, and other common technologies.
• Records & filing systems
  Paper and digital filing.
• Basic accounting / finance awareness

 Communication Skills

• Customer service & diplomacy
  Dealing calmly with residents who may be frustrated, confused, or emotional.
• Clear written communication
  Notices, letters, minutes, and official correspondence must be professional and readable.
• Verbal communication
  Explaining rules and processes to the public in plain language.
• Confidentiality & discretion
  Handling sensitive information appropriately.

Personal Traits That Matter

• Trustworthiness & integrity
  Maintain the highest level of confidentiality.
• Patience & professionalism
• Community awareness
  Understanding local culture, history, and relationships.
• Reliability
  Deadlines and legal obligations can’t be missed.

Helpful

• Basic understanding of website technologies such as HTML, CSS. Familiarity with WordPress and a plus.

Physical Requirements

• Work is performed in an office environment.
• Ability to operate standard office equipment and keyboards.
• Ability to lift and carry small parcels, packages and other items and walk short distances.

 

Part 3 - To apply

Qualified candidates should submit:

1. A cover letter
2. Resume
3. Professional references

Email to Mayor John Compton, [email protected]