Administrative Assistant And Grant Coordinator

Cumberland County Government Maine; Windham (ME); On-site; USD 33,000 - 40,000; Full time

Job summary

Cumberland County Government Maine is seeking an experienced administrative professional to support the Assessing and Emergency Management departments. The role focuses on grants, budget tracking, purchasing, and records management in a full-time benefits package environment.

Qualifications include grant administration experience, a Maine driver’s license, and proficiency with Microsoft Office. The position requires teamwork, confidentiality, and effective communication with residents and

Qualifications

• Experience with federal grant administration is highly desirable.
• 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.

Responsibilities

• Coordinate daily office operations and serve as the primary administrative resource for assigned departments.
• Prepare correspondence, reports, presentations, agendas, minutes, and other official documents.
• Maintain confidential files, records retention systems, and electronic document management.
• Coordinate meetings, calendars, travel, training, and departmental communications.
• Process accounts payable, purchasing requests, reimbursements, invoices, and procurement documentation.
• Maintain financial records, reconcile expenditures, monitor budgets, prepare financial reports, and assist with required financial reporting to funding agencies.
• Serve as liaison with the County Finance Department regarding purchasing, accounting, and budget matters.
• Coordinate grant administration activities, including maintaining grant files, tracking budgets, monitoring reporting deadlines, preparing reimbursement requests, and assisting with compliance and required reporting.
• Compile operational and statistical data for management reports and decision making.
• Coordinate special projects and continuous process improvement initiatives.
• Provide professional service to residents, contractors, partner agencies, and other stakeholders.
• Respond to inquiries and explain departmental procedures while maintaining confidentiality.
• Support outreach activities, public meetings, and educational initiatives.
• Perform specialized administrative work unique to assigned departments, including assessing, emergency management, or other County operations.
• During emergency operations, provide administrative and logistical support as assigned.
• Maintain departmental records, process department-specific transactions, review documents for completeness and accuracy, and coordinate operational support.
• Travel to County facilities, meetings, training sessions, public outreach events, and other work locations to support assigned departmental operations.

Skills

Grant administration

Budget monitoring

Accounts payable

Purchasing

Records management

Microsoft Office

Education

Relevant combination of education and experience

Tools

MUNIS or similar 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. Pl ease 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.
• 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.

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. Pl ease 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

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

Financial & Budget Administration

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

Grant & Program Support

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

Customer Service & Public Relations

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

Department-Specific Support

• Perform specialized administrative work unique to assigned departments, including assessing, emergency management, or other County operations.
• During emergency operations, provide administrative and logistical support as assigned.
• Maintain departmental records, process department-specific transactions, review documents for completeness and accuracy, and coordinate operational support.
• 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.