Deputy Administrator

The Deputy Administrator is a full time, 40 hour per week position. This position is a key leadership role responsible for supporting the overall administration and operations of Maine Township. This position oversees financial management, supervises staff, manages procurement and facility operations, and ensures effective support for all township departments. In the absence of the Administrator or Assistant to the Supervisor, the Deputy Administrator assumes designated responsibilities to ensure continuity of operations.
The Deputy Administrator’s role is integral to maintaining a well-managed facility and providing staff with the tools, resources, and support necessary to deliver high-quality services to township residents.

Essential Duties & Responsibilities

Administrative Leadership
  • Assist and support the administrative team in day-to-day operations.
  • Serve as acting chief administrative officer in the absence of the Administrator.
  • Provide coverage for Human Resource Generalist, Finance Assistant, or Receptionist as needed.
Technology & Systems Oversight
  • Manage all aspects of telecommunications, including phone, internet, and cellular services.
    • Oversee device replacements, service requests, onboarding/offboarding, and staff training.
  • Maintain township office equipment, including interactive boards, postage machine, copiers, and printers.
    • Coordinate service contracts, supplies, and staff training.
Financial Management
  • Proficiently use Sage Accounting for financial management.
  • Prepare journal entries, process accounts payable/receivable, and manage deposits, transfers, and reporting.
  • Support budget development, forecasting, and monthly/annual close processes.
  • Collaborate with outside accountant on journal entries and other financial tasks.
Security & Safety
  • Serve as primary contact for security and fire alarm systems.
  • Manage hardware/software, monitor services, schedule service and preventative maintenance, and provide staff training.
Event & Program Support
  • Assist with planning and execution of township-sponsored events for the public and staff.
  • Attend events as required.
Staff Supervision
  • Directly supervise two part-time front desk staff.
  • Oversee recruitment, training, scheduling, performance evaluations, and personnel management.
Procurement & Inventory Management
  • Act as head procurement officer for township departments.
    • Maintain inventories, source vendors, obtain quotes, and secure best pricing.
    • Process coversheets and prepare supporting documentation for bookkeeping.
  • Manage facility inventory, asset tracking, and equipment procurement.
  • Assist with preparation of Requests for Proposals (RFPs) for goods, services, and contracts.
General Administration
  • Prepare correspondence, reports, memos, and other documentation as needed.
  • Provide clerical and project support to the Administrator, Supervisor, and elected officials.
  • Perform additional duties and special projects as assigned.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Qualifications

  • Ability to attend and actively participate in evening board meetings as required.
  • Strong verbal and written communication skills; able to provide clear instructions and training to staff on the proper and effective use of equipment.
  • Proven ability to manage multiple projects simultaneously with efficiency and organization.
  • Excellent time management skills and attention to detail.
  • High level of technical proficiency with the ability to troubleshoot and support staff across a wide range of devices and systems.
  • Demonstrated management and leadership abilities, including:
    • Familiarity with departmental roles to provide cross-training when needed.
    • Experience leading projects, overseeing implementation, and managing rollouts of new procedures, equipment, installations, and service upgrades.
  • Ability to maintain confidentiality and exercise discretion when handling sensitive information.
  • Knowledge of building operations and technology, including phone systems implementation, fire and security alarm system administration, vendor relations, and utility coordination.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

  • Bachelor’s degree in Public Administration, Business, Finance, Accounting, or related preferred.
  • Experience in administration, accounting, or government operations.
  • Demonstrated leadership, supervisory, and team management skills.
  • Strong organizational, problem-solving, and communication abilities.
  • Ability to manage multiple priorities and maintain attention to detail.
Computer Skills

  • Experience with bookkeeping and accounting software preferred.
  • Microsoft Office – Excel, Word, Outlook.
Working Conditions/Physical Demands

  • Work requires the ability to lift/carry objects weighing no more than 15 pounds on a regular basis.
Salary

  • Job Type: Full Time – Salary
  • Starting Salary: $78,750-$100,000 Annually
  • Work Location: In person
Maine Township is an equal opportunity employer. All applicants for employment will be considered without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

To apply, complete an online employment application.