Temporary Public Works Administrative Coordinator

Overview

The Town of Chesapeake Beach is seeking an organized, detail-oriented, and process-minded professional to join our Public Works Department as a Temporary Public Works Administrative Coordinator.

This position offers a unique opportunity to help strengthen and organize the administrative operations of a municipal Public Works Department. The successful candidate will work closely with the Public Works Administrator and Town Administration to document existing processes, develop Standard Operating Procedures (SOPs), create organizational and tracking systems, and provide administrative support for Public Works operations, code enforcement, procurement, contracts, and departmental projects.

We are looking for someone who enjoys bringing structure to complex operations—someone who can understand how work is currently being done and turn that knowledge into clear, practical, repeatable systems.

Develop Systems & Standard Operating Procedures

• Review existing Public Works administrative processes and help identify opportunities for improved organization and efficiency.
• Develop and document SOPs for recurring Public Works functions.
• Create practical forms, templates, checklists, logs, trackers, and other administrative tools.
• Document departmental workflows and responsibilities to support consistency and continuity.
• Help organize electronic and physical departmental records.
• Establish systems for tracking assignments, projects, service requests, inspections, deadlines, and follow-up items.

Support Public Works Operations

• Provide general administrative support to the Public Works Administrator and department staff.
• Prepare correspondence, spreadsheets, reports, meeting materials, and project documentation.
• Assist with tracking departmental projects, work requests, resident concerns, and outstanding action items.
• Coordinate administrative information and documentation with Town staff, contractors, vendors, and consultants.
• Assist with departmental scheduling, meetings, documentation, and follow-up.

Support Procurement & Contract Administration

• Assist with Requests for Proposals (RFPs), Invitations for Bids, requests for quotes, scopes of work, and related procurement documentation.
• Organize procurement and contract files.
• Track solicitation deadlines, contract terms, renewals, insurance certificates, deliverables, and other required documentation.
• Assist with preparation and processing of contract documents, notices, purchasing documentation, and project files.
• Communicate with vendors, contractors, and consultants regarding routine administrative matters.

Support Code Enforcement Administration

• Provide administrative support for code enforcement activities.
• Organize case files, correspondence, photographs, notices, inspection documentation, and related records.
• Track complaints, inspections, compliance deadlines, follow-up activities, and case status.
• Prepare routine correspondence and administrative documentation at the direction of appropriate Town staff.
• Help establish consistent tracking and documentation practices for code enforcement matters.

Skills

• Proven experience with office management, clerical tasks, and administrative support in a professional setting
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks for bookkeeping tasks
• Excellent organizational skills with keen attention to detail for data entry, proofreading, and filing responsibilities
• Effective communication skills for client interaction via phone or in person; bilingual ability is a plus for serving diverse community members
• Demonstrated ability to handle confidential information responsibly while maintaining professionalism at all times
• Exceptional time management skills to prioritize tasks efficiently in a busy office environment
• Previous experience as a personal assistant or in office support roles that involved calendar management and customer service

This role is ideal for motivated individuals eager to contribute to public service through efficient administrative support. We value energetic team players who are committed to accuracy, confidentiality, and delivering excellent customer service. Join us to be part of a dedicated team working towards enhancing community infrastructure!

Pay: $27.00 - $30.00 per hour

Expected hours: No more than 20.0 per week

Work Location: In person