Town Coordinator Job Description
Overview
The Town of Warwick, Massachusetts is seeking a versatile and experienced Town Coordinator. The Selectboard may consider dividing the role among multiple individuals to assemble the skills and experience necessary to meet the position’s broad demands. The current position is considered full-time with benefits at 30 hours per week. Salary to be determined by experience estimated at $80,000/yr. The Town Coordinator lacks statutory authority akin to a Town Manager or Administrator.
Position Overview
The Town Coordinator manages the day-to-day operations and long-term projects of the town government. This position serves under the policy direction of the Selectboard, fulfilling responsibilities as delegated. The Coordinator effectively functions as the municipality’s Chief Operating Officer, managing communications, project oversight, and interdepartmental coordination across a wide array of assignments.
Municipal Operations & Administration
Within the realm of municipal operations, the Town Coordinator facilitates smooth functioning of town government by serving as the principal staff person to the Selectboard. This includes preparing agendas, drafting reports, and helping implement board decisions.
The Coordinator monitors town-wide communications, responds to inquiries from residents, and supports department heads with coordination and logistical follow-up. The Coordinator contributes to operational continuity and communication among stakeholders.
Required Knowledge
Working knowledge of the Massachusetts General Laws including the Massachusetts Public Records Law is essential to ensure timely and appropriate responses to requests. Similarly, familiarity with the Open Meeting Law is critical to supporting the Selectboard’s compliance, especially in guarding against the risks of inadvertent deliberation.
The Coordinator must also possess a strong knowledge of Massachusetts municipal procurement law, including M.G.L. Chapter 30B and Chapter 149, and should be well-versed in the use of applicable exemptions such as those governing energy service contracts. This expertise is essential for ensuring lawful, efficient, and cost-effective acquisition of goods and services, and for advising the Selectboard on procurement strategies that serve the Town’s best interests.
Communication
Town-wide communication includes maintaining a monthly page in the community newsletter, making use of the town email listserv, and posting updates and announcements to the Warwick community Facebook group. These channels help ensure that residents are kept informed of town business, programs, and service updates.
Finance
Financially, the Town Coordinator plays a role akin to a department head in assembling payroll and budget documentation. While the Finance Committee prepares the warrant articles, the Coordinator ensures the integration of data for inclusion. Budget development requires the Coordinator to compile department requests, assist with fiscal analysis, and support both the Selectboard and Finance Committee in finalizing the town budget, warrant articles, and explanations.
Human Resources
Human resources management is a shared responsibility. Although formally under the Treasurer’s purview, the Town Coordinator exercises a supportive supervisory and mentoring role, especially given the Treasurer’s limited weekly hours. The part-time Treasurer is responsible for all payroll, benefits and hiring of new employees.The Coordinator supports general staff management, helps orient new hires, and troubleshoots personnel matters in cooperation with department heads.
Currently, management of the town’s daily business and hiring processes is limited. In addition the Coordinator may assume greater responsibilities if designated by the Selectboard.
Facilities Oversight
The Town Coordinator is tasked with oversight of multiple buildings on behalf of the Selectboard, including Town Hall, the Warwick Community School building, and associated town-owned structures. This includes coordinating maintenance, scheduling necessary repairs, and engaging with contractors, vendors, and volunteers to ensure facilities are safe, functional, and in compliance with safety regulations.
Whether addressing HVAC, plumbing, or security upgrades, the Coordinator serves as project lead, prioritizing work, authorizing Selectboard approved expenditures, and consulting with the Selectboard on a regular basis.
A comprehensive understanding of each facility’s needs allows the Coordinator to organize preventative maintenance and respond efficiently to breakdowns. The role involves managing vendor relationships, overseeing building improvements, and arranging routine safety inspections. Work with the Buildings & Energy Manager to implement the projects listed in the Decarbonization Road Map, drawn up and approved by the select board for the Climate Leader program, in order to meet the municipal commitment to be Net Zero by 2050
Broadband Network Management
Warwick operates a town-owned broadband system, and the Town Coordinator is charged with its general oversight. While previously responsible for technical execution, the Coordinator now directs the work of broadband staff and troubleshooting by establishing priorities, approving tasks, and authorizing purchases.
This includes convening planning meetings, managing service expansions, and responding to public concerns. Billing operations and grant administration are conducted under the Coordinator’s supervision with emphasis on system sustainability and strategic growth.
When outages occur or upgrades are proposed, the Coordinator works through technical staff to resolve problems. The Coordinator represents the Town in interactions with regional and state broadband entities and provides reports and recommendations to the Selectboard.
Project Management
Project management responsibilities include infrastructure projects such as electrical utility pole attachments and installations. The Coordinator helps define scope, research funding opportunities, prepare procurement documents, and manage contractors.
These projects often rely on grants, legislative earmarks, or Town Meeting allocations, which the Coordinator helps pursue and administer.
Through regular site visits, vendor coordination, and careful attention to compliance and budget constraints, the Coordinator ensures that projects align with community goals and Selectboard directives. The role demands flexibility, the ability to oversee multiple contractors and timelines, and frequent communication with town committees and residents to keep stakeholders informed.
Interdepartmental & Intermunicipal Coordination
As the town’s operational hub, the Coordinator facilitates cooperation among municipal departments and serves as liaison to external agencies and partner towns.
Though not involved in day-to-day Highway Department operations, the Coordinator mentors its administration, encourages interdepartmental collaboration, and supports regional coordination through participation in FRCOG and similar bodies.
The Coordinator also plays a behind-the-scenes role in managing relationships and logistics for intermunicipal services, equipment sharing, and joint purchasing initiatives. This includes drafting intermunicipal agreements, corresponding with neighboring officials, and advising the Selectboard on cooperative ventures that may benefit the town.
Emergency Planning & Public Safety Support
Emergency preparedness is an important responsibility, with the Coordinator supporting the town’s emergency response capacity in coordination with public safety departments.
The Coordinator holds a leadership role in FEMA and MEMA long-range disaster planning, which requires renewal every five years and participation in corresponding state-level climate resilience planning.
While the Police and Fire Chiefs lead their departments, the Coordinator assists administratively with grants, reporting, consultation, communication, and procurement. During emergencies, the Coordinator communicates with MEMA and coordinates resource requests, while also helping to organize local response logistics and post-event recovery documentation.
Qualifications & Experience
This position calls for a motivated individual with a commitment to public service, excellent organizational and communication skills, and the ability to work independently while remaining accountable to the Selectboard.
While a degree in public administration or a related field may be helpful, the Town strongly values practical, real-world experience in municipal operations, administration, or related responsibilities. Relevant experience may be a substitute for formal education.
The Selectboard encourages applicants from diverse professional backgrounds and may consider dividing the role among more than one candidate to ensure the necessary expertise and capacity are in place. The Town values experience, flexibility, and integrity in conducting this demanding and varied role.
To apply submit a resume and cover letter with supporting documents in confidence as a pdf attachment to tc-app@town.warwick.ma.us. Position will remain open until filled.