Assistant to the Supervisor

Job Title: Assistant to the Supervisor
Location: Township Office
Job Type: Full-Time (40 hours/week)
Salary Range: $41,000 - $47,500
Benefits: Health Insurance, Dental, PTO, IMRF, LIFE – options for Vision and additional life insurance, 457 Plan

Position Summary
The Assistant to the Supervisor is a full-time position reporting directly to the Township Supervisor and Township Administrator. This role provides high-level administrative and clerical support while assisting with the day-to-day operations of the Township office. The position plays a key role in managing communications, coordinating schedules, preparing correspondence, and serving as a liaison between the Supervisor and residents. The Assistant also supports special projects, grant administration, event planning, and departmental collaboration.

Essential Duties & Responsibilities
  • Manage the Supervisor’s phone calls, emails, and correspondence
  • Research, prepare, and submit grant applications; oversee compliance, reporting, and full grant lifecycle management
  • Coordinate and maintain the Supervisor’s calendar, including preparing monthly schedules
  • Attend Board Meetings and assist with related documentation
  • Support planning and execution of Township events and community programs
  • Attend meetings on behalf of or with the Supervisor; prepare summaries or minutes as needed
  • Coordinate Neighborhood Watch meetings and other community initiatives
  • Communicate with elected officials regarding meetings, events, and schedules
  • Respond to resident inquiries and assist walk-in visitors
  • Draft and prepare professional correspondence and reports
  • Coordinate Township meeting room scheduling
  • Provide backup support for reception as needed
  • Prepare memos and materials for board reports
  • Maintain accurate data entry and program records (e.g., CivicRec or similar systems)
  • Cross-train with team members to ensure operational continuity
  • Perform additional duties as assigned
Qualifications
  • Strong organizational skills with exceptional attention to detail
  • Proven experience managing grants, including application, compliance, and reporting
  • Excellent written and verbal communication skills
  • Professional demeanor with the ability to interact with residents, staff, and officials
  • Ability to handle confidential information with discretion
  • Strong multitasking and time management skills in a fast-paced environment
  • Problem-solving mindset with strong customer service skills
  • Ability to work independently and as part of a team
Education and Experience
  • High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
  • Prior administrative or executive support experience preferred
  • Experience in municipal government or public administration is a plus
  • Experience working with the public or in community services preferred
Technical Skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook)
  • Ability to learn municipal and document management systems
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.