ASSISTANT TO THE TOWN MANAGER

Town of Dumfries; Dumfries (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

Town of Dumfries is seeking an experienced administrator to support the Town Manager's Office. You will handle front-line inquiries, coordinate calendars and meetings, and prepare agendas and reports to keep office operations efficient.

The role involves grant administration support, data preparation, and collaboration with departments on large-scale projects and events.

Responsibilities

• Serves as the first point of contact to provide and receive information on behalf of the Town Manager's office.
• Responds to routine and sensitive complaints and requests for information on the phone and in person or refers inquiries to department staff as appropriate; may interpret Town policies and procedures as appropriate.
• Coordinates day-to-day activities of the Town Manager's office.
• Manages and maintains the Town Manager's calendar, schedules appointments, and makes arrangements for meetings and travel.
• Prepare the agenda for Town Manager meetings. Reviews and manages items requiring the signature of the Town Manager.
• Schedules meetings and prepares correspondence and reports for the Town Manager using Microsoft Office applications (Power point, Excel, Word). Performs administrative duties in support of the town manager.
• Prepares and maintains a variety of department-specific reports, databases, and presentations. Reviews, verifies, and prepares monthly credit card statement reports monitoring expenditures and transactions.
• Assist with programming and project support on various large-scale projects, programs, special events and activities as directed by the Town Manager.
• Coordinate and monitor Town Manager special projects assigned to respective departments.
• Provide research, information and data; perform or oversee data entry; summarize data for presentations, including the preparation of graphs and charts.
• Create and distribute project submission schedules and prioritize project list and completion based on the Town Manager schedule.
• Manages office equipment and reports or repairs problems with the equipment.
• Calculates and prepares reports on equipment usage. Maintains inventory and orders necessary supplies for the office. Reviews, verifies, and prepares invoices received in the Town Manager's office.
• Coordinates the Town's grant administration program goals, and financial needs to develop compelling grant proposals, seek new funding opportunities, and report on funding impact.
• Research and identifies prospective funding partners in alignment with the Town's mission Maintain funder information, strategy, and moves in a grant database.
• Research, compile, and analyze information; prepare specialized reports and correspondence related to grant projects and programs, including grant applications, staff reports, financial reports, memoranda, and federal and state required reports.
• Serves as liaison with recipients and potential recipients of grant funds providing program information, funding availability, and assistance with completing applications.

Job description

Essential Functions

• Serves as the first point of contact to provide and receive information on behalf of the Town Manager's office.
• Responds to routine and sensitive complaints and requests for information on the phone and in person or refers inquiries to department staff as appropriate; may interpret Town policies and procedures as appropriate.
• Coordinates day-to-day activities of the Town Manager's office.
• Manages and maintains the Town Manager's calendar, schedules appointments, and makes arrangements for meetings and travel.
• Prepare the agenda for Town Manager meetings. Reviews and manages items requiring the signature of the Town Manager.
• Schedules meetings and prepares correspondence and reports for the Town Manager using Microsoft Office applications (Power point, Excel, Word). Performs administrative duties in support of the town manager.
• Prepares and maintains a variety of department-specific reports, databases, and presentations. Reviews, verifies, and prepares monthly credit card statement reports monitoring expenditures and transactions.
• Assist with programming and project support on various large-scale projects, programs, special events and activities as directed by the Town Manager.
• Coordinate and monitor Town Manager special projects assigned to respective departments.
• Provide research, information and data; perform or oversee data entry; summarize data for presentations, including the preparation of graphs and charts.
• Create and distribute project submission schedules and prioritize project list and completion based on the Town Manager schedule.
• Manages office equipment and reports or repairs problems with the equipment.
• Calculates and prepares reports on equipment usage. Maintains inventory and orders necessary supplies for the office. Reviews, verifies, and prepares invoices received in the Town Manager's office.
• Coordinates the Town's grant administration program goals, and financial needs to develop compelling grant proposals, seek new funding opportunities, and report on funding impact.
• Research and identifies prospective funding partners in alignment with the Town's mission Maintain funder information, strategy, and moves in a grant database.
• Research, compile, and analyze information; prepare specialized reports and correspondence related to grant projects and programs, including grant applications, staff reports, financial reports, memoranda, and federal and state required reports.
• Serves as liaison with recipients and potential recipients of grant funds providing program information, funding availability, and assistance with completing applications.

Full Job Description