Administrative Assistant And Grant Coordinator

Cumberland County ME; Portland (ME); Hybrid; USD 33,000 - 40,000; Full time

Benefits offered by this job

Tuition reimbursement

Wellness program

Professional development opportunities

Comprehensive benefits package

Job summary

Cumberland County seeks an experienced administrative professional to support Assessing and Emergency Management. This full-time role coordinates operations, financial processing, purchasing, budget tracking, and records administration while serving as a trusted resource for two departments.

Responsibilities span grant support, customer service, communications, and special projects; travel to facilities as needed.

Qualifications

• Experience with federal grant administration is highly desirable.
• Budget monitoring, accounts payable, purchasing, and records management experience are important.
• Valid Maine driver’s license.
• Exposure to Microsoft Office applications (Word, Excel, Outlook, Teams).
• Municipal or county government experience including MUNIS or similar financial software is a plus.

Responsibilities

• Coordinate daily office operations for assigned departments and serve as the primary administrative resource.
• Prepare correspondence, reports, agendas, minutes, and official documents.
• Maintain confidential files and records retention systems; manage electronic documents.
• Coordinate meetings, calendars, travel, trainings, and department communications.
• Process accounts payable, purchasing requests, reimbursements, invoices, and procurement documentation.
• Maintain financial records, reconcile expenditures, monitor budgets, and assist with financial reporting to funding agencies.
• Serve as liaison with the County Finance Department on purchasing, accounting, and budget matters.
• Coordinate grant administration activities, track budgets, monitor reporting deadlines, and assist with compliance reporting.
• Compile data for management reports and decision making; coordinate special projects and continuous improvement.
• Provide professional service to residents, contractors, partner agencies, and stakeholders; respond to inquiries and explain procedures.

Skills

Grant administration

Budget monitoring

Accounts payable

Purchasing

Records management

MUNIS

Microsoft Office

Tools

MUNIS

Microsoft Office

Job description

JOB PURPOSE: This position performs advanced administrative, financial, records management, and operational support for two County departments: Assessing and Emergency Management. The incumbent serves as a trusted administrative resource responsible for coordinating business operations, financial processing, purchasing, budget tracking, records administration, grant support, customer service, communications, and special projects. The position is fulltime with a full benefits package. Pay for this position is a range of $24.05 to $29.32 per hour. This range reflects the County’s good-faith estimate of pay for this position at the time of posting. Starting pay is determined based on qualifications, experience, and internal equity in alignment with the County’s step-based compensation system.

Please note, applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

QUALIFICATIONS

• Experience working with federal grant administration is highly desirable. Experience with budget monitoring, accounts payable, purchasing, and records management.
• Valid Maine driver's license.
• Exposure to Microsoft Office applications, particularly Word, Excel, Outlook, and Teams
• Exposure to municipal or county government including MUNIS or other governmental financial software is a plus.
• Any relevant combination of education and recent experiences to be considered.

MAJOR RESPONSIBILITIES

Administrative Operations

1. Coordinate daily office operations and serve as the primary administrative resource for assigned departments.
2. Prepare correspondence, reports, presentations, agendas, minutes, and other official documents.
3. Maintain confidential files, records retention systems, and electronic document management.
4. Coordinate meetings, calendars, travel, training, and departmental communications.

Financial & Budget Administration

1. Process accounts payable, purchasing requests, reimbursements, invoices, and procurement documentation.
2. Maintain financial records, reconcile expenditures, monitor budgets, prepare financial reports, and assist with required financial reporting to funding agencies.
3. Serve as liaison with the County Finance Department regarding purchasing, accounting, and budget matters.

Grant & Program Support

1. Coordinate grant administration activities, including maintaining grant files, tracking budgets, monitoring reporting deadlines, preparing reimbursement requests, and assisting with compliance and required reporting.
2. Compile operational and statistical data for management reports and decision making.
3. Coordinate special projects and continuous process improvement initiatives.

Customer Service & Public Relations

1. Provide professional service to residents, contractors, partner agencies, and other stakeholders.
2. Respond to inquiries and explain departmental procedures while maintaining confidentiality.
3. Support outreach activities, public meetings, and educational initiatives.

Department-Specific Support

1. Perform specialized administrative work unique to assigned departments, including assessing, emergency management, or other County operations.
2. During emergency operations, provide administrative and logistical support as assigned.
3. Maintain departmental records, process department-specific transactions, review documents for completeness and accuracy, and coordinate operational support.
4. Travel to County facilities, meetings, training sessions, public outreach events, and other work locations to support assigned departmental operations.

Cumberland County offers an excellent and comprehensive benefits package and is proud of its talented and dedicated workforce. Come join our team and culture of engaged employees. Our strong management team is dedicated to providing employees with inspiring leadership, a positive and friendly workplace, support, encouragement and the necessary tools for success. We offer tuition reimbursement, wellness program, and professional development and training opportunities.

Position will remain open until filled.

Cumberland County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected Veteran status.