Finance and Operations Assistant - Hancock County Planning Commission

Start Date: November 01, 2024 | End Date: January 01, 2025
County: Hancock County
Job Type: Finance
More Information: Click here

JOB DESCRIPTION 

The Hancock County Planning Commission (HCPC) is seeking a Finance and Operations Assistant. HCPC provides regional planning services to thirty-seven towns in Hancock County, Maine. Services include comprehensive planning, land use, transportation, environmental, community development and other services. 

The planning staff at HCPC guide the success and growth of the organization, with a focus on providing planning services to clients, partners and other funding entities. HCPC is seeking an Operations Assistant to increase the planning capacity of the organization. The ideal applicant is motivated, thrives in a collaborative environment, and has strong strategic thinking, communication, writing, and organizational skills.

The Operations Assistant is part of a four-person staff and reports directly to the Executive Director. 

Salary Range: $50,000 to $60,000 depending on education and experience.

Position Type: Full-Time. Hybrid work options but some regular in-person duties are necessary.   

To Apply: Interested applicants should submit a resume and cover letter to Averi Varney, avarney@hcpcme.org.

Key Responsibilities 

• Receiving and disbursing of all HCPC funds, issuing purchase orders, payroll, preparing bills, and requisitions;
• Supporting budget planning and preparation and ongoing tracking, review, and research of issues/discrepancies;
• Assistance in any administrative needs related to tax document filing; 
• Supervising the maintenance of clerical records such as those concerned with supplies and materials, agency mailing lists, and filing of administrative office records;
• Supervising the maintenance, acquisition, and status of project and contractor contracts;
• Assuring the smooth running of the office building through prompt contacts with the cleaning personnel and service and repair technicians;
• Assistance in drafting and dispersing regular communications with municipalities;
• Maintaining and updating the organization's website;
• Supervising the acquisition, maintenance and management of office machines, computers, other equipment, and software;
• Attending executive board and full commission meetings, preparing meeting agenda, keeping records, and preparing full draft of minutes for administrative review;
• Assistance in scheduling conferences, meetings, etc., and completing all travel and meeting arrangements;
• Assistance in reviewing completed works for municipal and state contracts;
• Assistance in drafting and reviewing Standard Operating Procedures and other organizational policies; 
• Undertaking other tasks necessary to assure the smooth functioning of the office and the maintenance of its professional appearance.

Desired Knowledge 

• Knowledge of basic financial principles, including accounting, budgeting, payroll, and bookkeeping. Non-profit account is preferred but not essential. 
• Familiarity with office management practices, including records management, procurement, and contract administration.
• Understanding of communications best practices, including drafting correspondence, preparing meeting agendas, and managing public outreach.
• Knowledge of newsletter and contact list maintenance, including communications systems (e.g. Mail Chimp) for drafting and distributing newsletters and news blasts. 
• Knowledge of website maintenance, including content management systems (e.g., WordPress) for updating and maintaining organizational websites.
• Experience with administrative procedures related to tax document filing and compliance.
• Familiarity with procurement and maintenance of office equipment, software, and supplies.
• Knowledge of project management principles, particularly in tracking timelines, deliverables, and budgets.

Desired Skills 

• Proficiency in financial software (e.g., QuickBooks) and office applications, including Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent written and verbal communication skills to support drafting of documents, meeting minutes, and correspondence.
• Ability to troubleshoot and resolve issues related to office equipment, software, and building maintenance.
• Attention to detail in financial management, administrative tasks, and document review.
• Ability to work independently or collaboratively, as needed, to support office functions.
• Problem-solving skills to address unexpected challenges in administrative processes.
• Capacity to maintain confidentiality and handle sensitive information appropriately.

Minimum Qualifications 

• Associates Degree or higher preferred; 
• 2 years of office administrative experience;
• Proficiency in Google Suite and Microsoft Office; 
• Strong organizational skills and highly accurate attention to details; 
• Strong written and verbal communication skills.