REMINDER OF SPECIAL TOWN MEETING

At the Embden Community Center

Thursday, October 15, 2026 @ 6:15 P.M.

Below is the the job discription of the proposed new Administrative position in Article 1.

TOWN OF EMBDEN, MAINE

JOB DESCRIPTION

Administrative Assistant / Deputy to Municipal Offices

Department: Town Office
Appointing Authority:Select Board
Reports To:Select Board
Work Location:Embden Town Office
Work Schedule:37 hours per week
Compensation: To be determined by the municipal officers
Employment Term:Initially for the remainder of the Town’s fiscal year ending December 31, 2026, subject to applicable Town approval.

1. Position Summary

The Administrative Assistant / Deputy to Municipal Offices position provides administrative, financial, recordkeeping, and public service support to the Town of Embden. This combined position is intended to assist with the daily operations of Town government and perform designated duties associated with the offices of Administrative Assistant, GA Director, EMA/FEMA liaison, Deputy Clerk, Deputy Treasurer, Deputy Registrar of Voters, and Deputy Tax Collector.

The position requires a dependable, organized, and detail-oriented individual who can manage multiple responsibilities, maintain accurate municipal records, assist residents and taxpayers, support financial operations, and work effectively with municipal officials, employees, financial institutions, state agencies, and the public.

In addition to routine municipal administration, the position will research investment opportunities, pursue grant-writing training, identify potential funding sources, and assist with grant applications and administration. These responsibilities are intended to help the Town identify opportunities to improve financial management, secure outside funding, and offset municipal expenses where feasible.

All duties shall be performed in accordance with applicable Maine statutes, Town ordinances, established policies, financial controls, and the authority delegated by the appropriate municipal officials.

2. Supervision and Work Schedule

Work is performed at the Embden Town Office under the direction of the Select Board. The Select Board establishes the employee’s work schedule and hours within the approved 37 hours per week.

The employee shall coordinate with the appropriate municipal officials concerning assigned responsibilities and shall seek direction or approval when required by law, Town policy, or established procedures.

Salary, hours, and working conditions shall be determined by the municipal officers in accordance with the Town’s applicable approval and budget processes.

3. Essential Duties and Responsibilities

A. Administrative Assistant and Town Office Operations

• Provide courteous, professional, and timely service to residents, taxpayers, vendors, state agencies, and other members of the public.
• Answer telephone calls, respond to correspondence, receive visitors, and direct questions to the appropriate municipal official.
• Prepare, type, proofread, distribute, and file letters, notices, reports, forms, meeting materials, and other municipal documents.
• Maintain organized paper and electronic filing systems.
• Assist the Select Board with meeting preparation, scheduling, document packets, correspondence, recordkeeping, and follow-up activities.
• Maintain office calendars, track deadlines, and assist with coordinating municipal administrative activities.
• Operate computers, printers, copiers, telephones, and other office equipment.
• Assist with maintaining municipal forms, procedures, records, and administrative systems.
• Protect confidential information and handle public records in accordance with applicable laws and Town policies.
• Perform other administrative duties as assigned by the Select Board.

B. Deputy Clerk and Municipal Records

• Assist with maintaining official records of Town meetings, proceedings, votes, and other municipal documents.
• Maintain records and assist with the issuance of applicable municipal licenses, including dog, marriage, and fish and game licenses, as authorized.
• Assist with maintaining records of births, deaths, marriages, and burials and preparing required reports for the Maine Office of Vital Records.
• Issue certified copies of records only as authorized by law.
• Assist with the preparation, organization, proofreading, and production of the annual Town Report.
• Prepare administrative reports and submit required information to the Town and appropriate state agencies.
• Assist with the preparation and maintenance of official notices, forms, and correspondence.
• Certify, attest to, or validate official documents only when legally authorized or specifically delegated that authority.
• Maintain accurate records and follow applicable filing, retention, and records-management requirements.
• Develop and maintain knowledge of  Maine statutes and Town procedures governing municipal clerk responsibilities.

C. Deputy Tax Collector and Tax Administration

• Assist with receiving, recording, and reconciling property tax payments and other authorized municipal receipts.
• Respond to taxpayer inquiries concerning tax accounts, payment history, delinquent taxes, tax liens, and foreclosure procedures.
• Maintain accurate tax account records and supporting documentation.
• Assist with preparing tax notices, correspondence, reports, and other collection-related materials.
• Monitor delinquent tax accounts and track applicable deadlines and documentation requirements.
• Assist with tax lien and foreclosure administration in accordance with Maine law and under the direction or authorization of the responsible municipal official.
• Communicate professionally with taxpayers regarding balances, payment records, and established collection procedures.
• Refer complex legal questions, disputes, and decisions requiring official authority to the appropriate municipal official.
• Maintain confidentiality and safeguard taxpayer information.

D. Deputy Treasurer and Municipal Financial Administration

• Assist with the daily receipt, recording, safeguarding, and accounting of Town funds.
• Prepare daily cash audit reports, balance receipts, and organize collected funds for deposit.
• Maintain accurate computerized financial records and supporting documentation.
• Assist with preparing municipal warrants and processing approved warrant payments according to established Town procedures.
• Assist with payroll processing, payroll records, and related reporting.
• Prepare or assist with monthly, annual, and other financial reports for municipal officials and taxpayers as required.
• Maintain detailed financial records necessary for annual budgeting, expenditure monitoring, and municipal financial administration.
• Maintain petty cash records and reconcile balances in accordance with Town policy.
• Assist with workers’ compensation insurance and other municipal insurance matters, including documentation, renewals, correspondence, and communication with providers.
• Communicate with banks, financial institutions, municipal officials, employees, and other parties regarding routine financial matters.
• Monitor municipal account balances and bring discrepancies, unusual transactions, or financial concerns to the attention of the appropriate official.
• Coordinate with the Town’s auditor and assemble financial records and documentation required for the annual audit.
• Assist with maintaining compliance with applicable accounting practices, financial controls, and state and local requirements.
• Ensure that financial transactions are documented, reviewed, and approved in accordance with established procedures.

E. Deputy Registrar of Voters and Election Administration

• Assist with voter registration and the maintenance of voter records as authorized.
• Help prepare for municipal elections by organizing forms, supplies, notices, schedules, and other election materials.
• Assist the Registrar of Voters and other authorized election officials with election logistics, documentation, and required reporting.
• Assist with coordinating election workers and providing procedural information as assigned by the responsible election official.
• Assist with ballot handling, processing, and election records in accordance with applicable election  laws and security procedures.
• Maintain election-related records and meet required deadlines.
• Report election results and submit required documentation to the appropriate authorities as authorized.
• Maintain knowledge of Maine election laws, voter registration requirements, and applicable municipal procedures.

F. Municipal Investment Research and Financial Development

• Communicate with banks and other financial institutions to research investment and deposit opportunities available to the Town.
• Gather and compare information regarding interest rates, fees, account terms, liquidity, maturity dates, and other relevant financial considerations.
• Prepare summaries of potential investment options for review by the Select Board and other authorized municipal officials.
• Maintain records of inquiries, proposals, communications, and approved arrangements.
• Monitor investment information as assigned and report upcoming maturities, changes in terms, or other matters requiring official attention.
• Identify opportunities to improve the management of available municipal funds while maintaining appropriate liquidity for Town operations.
• Assist with maintaining records and preparing reports related to approved municipal investments.
• Ensure that investment recommendations and activities comply with applicable Maine law, Town policies, and required approvals.

The employee shall not independently invest, transfer, or commit Town funds or enter into financial agreements without the authority and approvals required by law and Town policy.

G. Grant Research, Writing, and Administration

• Research grant opportunities available through state, federal, regional, and private funding sources.
• Identify grants that may support municipal operations, equipment purchases, infrastructure improvements, public services, and community projects.
• Maintain a grant calendar identifying application deadlines, eligibility requirements, matching-fund obligations, and reporting requirements.
• Pursue appropriate training in grant research, grant writing, and grant administration, subject to Town approval.
• Work with the Select Board and other municipal officials to identify potential projects and determine whether available grants align with Town priorities.
• Assist with drafting grant applications, gathering supporting documentation, preparing budgets, and assembling required attachments.
• Track application deadlines and coordinate submissions after required review and authorization.
• Maintain copies of applications, award letters, grant agreements, budgets, invoices, correspondence, and reports.
• Monitor grant conditions, expenditure requirements, reimbursement procedures, and reporting deadlines.
• Assist with preparing required progress reports, financial reports, and grant closeout documentation.
• Identify opportunities for grant funding and investment income that may reduce the Town’s reliance on other  revenue sources or help offset eligible municipal expenses, including the cost of the position where allowable.
• Provide periodic updates to the  Select Board regarding grant opportunities, applications, awards, and potential financial benefits.

The Town recognizes that grant awards and investment returns are not guaranteed. The employee’s responsibility is to identify, research, document, and pursue opportunities approved by the appropriate municipal officials.

H. Training and Professional Development

• Attend training classes, workshops, and professional development activities relevant to assigned responsibilities, as approved or required by the Town.
• Develop and maintain working knowledge of Maine municipal statutes, clerk and treasurer procedures, tax collection, voter registration, election administration, municipal accounting, and records management.
• Pursue training in grant writing, grant administration, cash management, investment research, and municipal financial reporting.
• Obtain a Maine notary public commission if required by the Town and perform notarial acts only when properly commissioned and legally authorized.
• Maintain knowledge of applicable changes in laws, regulations, reporting requirements, and municipal  procedures.

4. Required Knowledge, Skills, and Abilities

The employee must demonstrate or develop the following:

• Knowledge of modern office  procedures, practices, and equipment.
• Ability to learn and apply Maine statutes, Town ordinances, and municipal procedures relevant to assigned  responsibilities.
• Ability to perform accurate data entry, arithmetic, financial calculations, and recordkeeping.
• Ability to learn and use municipal accounting, tax collection, voter registration, records management, and general office software.
• Understanding of the importance of accurate cash handling, financial documentation, internal controls, and appropriate approvals.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and meet statutory, financial, and administrative deadlines.
• Strong written and verbal communication skills.
• Ability to communicate policies and procedures clearly and respectfully to municipal officials, employees, and members of the public.
• Ability to establish and maintain effective working relationships with the Select Board, other municipal  officials, employees, financial institutions, state agencies, vendors, and   residents.
• Ability to exercise sound judgment, maintain confidentiality, and recognize when a matter requires referral to an authorized official.
• Willingness to learn new procedures and participate in continuing education.

5. Minimum Qualifications

• Graduation from an accredited high school or possession of an equivalent credential.
• Basic computer skills and the ability to learn municipal software and office systems.
• Ability to maintain accurate records and handle routine administrative and financial responsibilities.
• Ability to communicate professionally with the public and municipal officials.
• Ability to maintain confidentiality and follow established procedures.

6. Preferred Qualifications

The following qualifications are desirable but may be developed through training and experience:

• Experience in municipal government or public administration.
• Experience in bookkeeping, accounting, payroll, cash handling, or financial recordkeeping.
• Experience with property tax collection, tax liens, or municipal records.
• Familiarity with Maine municipal statutes, election procedures, and voter registration.
• Experience with grant research, grant writing, or grant administration.
• Experience communicating with financial institutions and researching investment or cash management options.
• Experience with Microsoft Office or similar office software and computerized financial systems.
• Willingness to pursue relevant municipal training and obtain a notary public commission if required.

7. Work Environment and Physical Requirements

Work is performed primarily in the Embden Town Office. The position involves regular use of computers, telephones, printers, copiers, and other office equipment; handling files and documents; communicating with the public; and sitting or standing for periods of time.

The employee must be able to perform the essential functions of the position, with reasonable accommodation where required by law.

8. Performance Expectations

Performance will be evaluated based on the employee’s ability to:

• Maintain accurate, organized, and timely municipal records.
• Provide professional and courteous service to residents and taxpayers.
• Complete assigned administrative and financial responsibilities accurately and within established deadlines.
• Follow applicable laws, Town policies, financial controls, and approval procedures.
• Communicate effectively with municipal officials and other parties.
• Maintain confidentiality and demonstrate reliability, sound judgment, and attention to detail.
• Identify and research potential grant and investment opportunities and provide useful information to the Select Board.
• Participate in training and develop the knowledge necessary to perform assigned duties effectively.

9. General Statement

This job description describes the general nature and level of work associated with the position and is not intended to be an exhaustive list of all duties. Additional related responsibilities may be assigned by the Select Board, consistent with applicable law, Town policy, the employee’s qualifications, and the authority of the relevant municipal officials.

Nothing in this description independently transfers statutory powers or responsibilities from the Town Clerk, Town Treasurer, Registrar of Voters, Tax Collector, or other municipal official to the employee. All duties shall be performed within the employee’s lawful authority and any applicable delegation or approval requirements.

The job description may be reviewed and revised as municipal needs, Town policies, and legal requirements change.

10. Employment Term and Review

The warrant article establishing this position refers to service for the remainder of the Town’s fiscal year ending December 31, 2026. Any continuation of the position beyond that period should be addressed through the Town’s applicable approval and budget process.

The Select Board and municipal officers shall establish compensation, hours, working conditions, and any other employment terms through the appropriate municipal process.

Acknowledgment

I acknowledge that I have received and reviewed this job description. I understand that it summarizes the general duties and responsibilities of the position and may be revised in accordance with Town needs and applicable law.

Employee Name:__________________________________________

Employee Signature:_______________________________________ Date: ______________

Select Board Representative:________________________________ Date: ______________