Town of Townsend
Job Description
Updated: June 2026
Job Title: Administrative & Events Coordinator
Department: General Administration
Reports To: Town Manager
FLSA Status: Non-Exempt
Summary:
The Administrative & Events Coordinator provides comprehensive professional administrative, financial, communications, and event management support to the Town of Townsend to ensure the efficient operation of the Town Office and the successful planning and execution of all municipal events. This position serves as a primary point of contact for residents, visitors, vendors, and interdepartmental personnel, while also serving as the Town’s lead staff member responsible for planning, coordinating, and executing Town-sponsored events and community engagement activities.
Work is performed in accordance with the Town Charter, Municipal Code, established policies, and applicable state and federal laws. The role requires strong organizational skills, independent judgment, initiative, confidentiality, and the ability to manage both administrative operations and public-facing events in a fast-paced municipal environment.
Essential Duties and Responsibilities:
Includes, but is not limited to, the following:
Customer Service & Front Office Operations
· Serve as the first point of contact for residents; greet visitors, answer phones, and respond to inquiries in a courteous and professional manner.
· Provide accurate information regarding Town programs, services, policies, and procedures.
· Coordinate front-desk coverage and maintain a welcoming, service-oriented environment.
Administrative Support
· Perform general administrative duties including typing, proofreading correspondence, scanning, filing, faxing, copying, scheduling, and record maintenance.
· Manage incoming and outgoing mail, including post office pickup and mail logging.
· Maintain Town forms, templates, and administrative documentation.
· Schedule and coordinate use of Town conference room and meeting spaces.
· Assist with meeting scheduling, calendars, travel arrangements, and logistical coordination.
Support to the Town Clerk & Town Manager
· Assist with preparation of agendas, meeting packets, minutes, and public notices in compliance with FOIA requirements.
· Issue and post public notices for official Town meetings, hearings, activities, and events.
· Support the Town Manager with correspondence, reports, policy-related communication, and ordinance/code inquiries.
Permits, Licensing & Inspections
· Process building permits and Certificates of Occupancy.
· Maintain property, permit, and licensing records and files.
· Process contractor, business, and rental licenses including application intake, verification, invoicing, and issuance.
· Coordinate inspections with the contracted building code official.
Property Information Requests
· Receive, log, track, and process Property Information Requests (PIRs).
· Prepare and issue associated invoices.
· Coordinate documentation retrieval and ensure timely, accurate, and confidential release of completed PIRs.
Financial & Utility Support (Edmunds System)
· Process accounts receivable transactions for taxes, utilities, permits, licenses, rentals, and related fees.
· Assist with vendor setup, purchase orders, and financial data entry.
· Create utility and tax accounts in Edmunds.
· Prepare and distribute utility bills, tax bills, trash notices, and related correspondence.
· Track missed trash/recycling services and coordinate with service providers.
Office & Supply Management
· Monitor and maintain office supply inventory and submit ordering requests to the Finance Officer.
· Maintain postage meter funding and ensure availability of mailing supplies.
Website, Communication & Public Engagement
· Support resident communication and community outreach initiatives.
· Maintain municipal park reservation system and records.
· Log and track resident complaints and service requests.
Town Events Planning & Management
· Serve as the primary coordinator for all Town-sponsored events and community programs.
· Plan, schedule, and manage the full lifecycle of events including concept development, timelines, logistics, vendor coordination, and budgeting coordination with the Town Manager.
· Coordinate event permitting, insurance requirements, vendor agreements, and facility use approvals.
· Develop event layouts, run-of-show schedules, staffing plans, and supply lists.
Event Execution & Day-of Operations
· Be present and actively manage all Town events, including setup, execution, troubleshooting, and breakdown.
· Coordinate volunteers, vendors, staff assignments, and on-site logistics.
· Ensure safety protocols, accessibility requirements, and operational readiness are met for all events.
· Serve as the primary on-site point of contact during events.
Community Engagement Committee Support
· Attend all Community Engagement Committee meetings.
· Collaborate with the Committee to develop, plan, and evaluate Town events and engagement initiatives.
· Prepare updates, reports, event summaries, and recommendations for future programming.
Event Communication & Promotion
· Coordinate event announcements, flyers, social media posts, website updates, and public notices.
· Work with Town staff to ensure consistent and timely communication regarding all events.
· Maintain an annual calendar of Town events and ensure alignment across departments.
Event Administration & Recordkeeping
· Maintain comprehensive records for all events including attendance, vendor information, costs, and post-event evaluations.
· Track event supplies, rentals, and recurring vendor relationships.
· Assist in post-event reporting and continuous improvement planning.
Other Duties
· Perform other related duties as assigned by the Town Manager or designee.
· Support departmental projects and initiatives as needed.
Job Type: Part-time
Education:
- High school or equivalent (Preferred)
Experience:
- Administrative: 2 years (Preferred)
Work Location: In person
