Administrative Assistant And Grant Coordinator

cumberlandcountygovernment; Portland (ME); On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Excellent benefits package

Tuition reimbursement

Wellness program

Professional development opportunities

Job summary

Cumberland County Government seeks an experienced administrative professional to support two departments: Assessing and Emergency Management. The role handles office operations, budgeting, purchasing, and grant support, while ensuring strong customer service to residents and partners.

Responsibilities include preparing documents, managing records, coordinating meetings, and assisting with financial reporting. This full-time position offers benefits and requires authorization to work in the U.S.

Qualifications

• Experience with federal grant administration is highly desirable.
• Experience with budget monitoring, AP, purchasing, and records management.
• Any relevant combination of education and recent experience.

Responsibilities

• Coordinate daily office operations as primary administrative resource.
• Process accounts payable, purchasing, reimbursements, and procurement docs.
• Maintain financial records, monitor budgets, and assist with reports.
• Coordinate grant administration, track budgets, deadlines, and reporting.
• Provide professional service to residents and stakeholders.
• Travel to county facilities to support departmental operations.

Skills

Grant administration

Budget monitoring

Accounts payable

Purchasing

Records management

MS Office

Education

Education/Experience mix

Tools

MUNIS

Gov financial software

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. This 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.

Benefits and Culture

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.