Job Openings

Job Posting Notice 

Town of Oakland, Maryland 
Job Description 
Position Title: Administrative Assistant 
Department: Clerk’s Office / Administration 
Reports To: Town Administrator 
FLSA Status: Full-Time, Non-Exempt 

The Administrative Assistant serves as the first point of contact for the public, providing professional and courteous assistance while performing a variety of clerical and administrative duties. This position supports the daily operations of the municipal office, manages Town website, mass email, and social media communications, coordinates cemetery recordkeeping and sales, and assists with facility scheduling and general administrative support. 

This role requires strong organizational skills, attention to detail, and the ability to work collaboratively with other staff while maintaining confidentiality and professionalism. 

Essential Duties and Responsibilities 

Front Desk and Customer Service 

  • Open and close the front office, ensuring building security and vault control. 

  • Greet and assist visitors, providing information or directing them to appropriate staff or departments. 

  • Respond to inquiries by phone, email, and in person promptly and courteously. 

  • Handle public complaints or concerns professionally, escalating issues as appropriate. 

  • Process incoming and outgoing mail and packages; receive and record payments for permits, rentals, and other non-utility transactions. 

Administrative and Communications Support 

  • Perform data entry, filing, and record management tasks with accuracy and confidentiality. 

  • Prepare and edit correspondence, forms, reports, and other official documents. 

  • Coordinate scheduling, billing, and contracts for use of Town rental facilities and parks. 

  • Maintain key control for rental facilities, ensuring proper pickup and return. 

  • Serve as the primary administrator for the Town’s website and social media platforms, ensuring accurate, timely, and professional communication consistent with Town policies. 

  • Draft, post, and monitor content related to Town updates, events, notices, and community information in coordination with the Town Administrator. 

Cemetery Coordination 

  • Maintain accurate records for the Town’s cemeteries, including plot sales, interment records, and mapping. 

  • Coordinate with funeral homes, families, and the cemetery committee to ensure proper scheduling and recordkeeping. 

  • Process payments for plot purchases and maintain related documentation. 

Office Management 

  • Monitor and order office supplies to maintain adequate inventory. 

  • Operate and maintain office equipment; coordinate service calls as needed. 

  • Assist Town staff with copying, scanning, filing, and general administrative support. 

  • Assist with meeting preparation, including agendas, minutes, and public notices as directed. 

Other Duties 

  • Assist with Town events and community activities as assigned. 

  • Assist in answering utility billing questions.  

  • Act as backup on deposits and accounts payable.  

  • Perform other duties as assigned. 

Qualifications 

Education and Experience 

  • High school diploma or equivalent required; associate degree in administrative or business-related field preferred. 

  • Minimum of three (3) years of experience in an administrative, customer service, or communications role, preferably in a government or public service setting. 

Skills and Competencies 

  • Excellent communication and interpersonal skills. 

  • Strong organizational, time management, and multitasking abilities. 

  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and social media platforms (Facebook, Instagram, etc.). 

  • Ability to maintain confidentiality and handle sensitive information professionally. 

  • Familiarity with municipal operations, records management, or cemetery administration preferred. 

Certificates and Licenses 

  • Maryland Notary Public preferred (or ability to obtain within six months of hire). 

  • Valid Maryland driver’s license with acceptable driving record preferred. 

Working Conditions 

  • Work performed primarily in a typical office environment with regular interaction with the public. 

  • Occasional outdoor or off-site work for meetings, events, or cemetery coordination. 

Please apply on Indeed