Administrative Assistant to the Board of Selectmen
Phone: (207) 362-4772
Fax: (207) 362-5650
926 Village Road, Smithfield, Maine 04978
Town Office Hours:
Monday–Friday: 8:00 a.m.–4:00 p.m.
Closed for lunch from 11:45 a.m.–12:30 p.m.
Serves as Notary Public for residents of Smithfield free of charge.
This Administrative Assistant works in assisting the Board of Selectmen to manage the affairs of the town of Smithfield. Responsibilities involves responsibility for maintaining liaison with the general public, businesses, civic groups, and state and federal agencies; developing administrative procedures and insuring adherence to same. Acts as receptionist for the Town Office, receive complaints or concerns from the public and forward to people in positions of proper authority. Schedule meetings and keep track of meetings that should be attended by Selectmen. Takes minutes of meetings, maintains inventory of necessary office supplies, and manages Town correspondence by getting the mail and responding to correspondence. Function as Welfare Director by processing applications and staying current on State Welfare regulations, maintains information concerning the cemeteries and process applications to purchase cemetery lots, files all materials that need to be kept on hand so as to be able to retrieve them as needed. Assemble the Town Report and arrange for the report to be printed. Complete reports required by other entities such as: Recycling, Insurance, Memberships, town accounts, etc., acts as the town’s website administrator, the town’s E-911 Addressing Officer, and applies for grants that may be available to assist the town. Prepares warrants by assembling bills, verifying the accuracy of the bills, preparing the payroll(s), and writing the warrant, posts Treasurer’s receipts, prepares applications when the town applies for loans, maintains the Selectmen’s financial books, provides information for annual audit to the town’s auditing firm as requested, maintains budgeting spreadsheets. Assist Assessor’s Agent to gather information needed by the Selectmen to set the mill rate and assist Assessor’s Agent with the calculation of the mill rate for tax bills. Assist Assessor’s Agent with the maintenance of tax maps, maintains the town’s valuation book, and maintenance of the assessing files.