[Massplanners] Lexington Planning Coordinator Job Posting

[Abigail McCabe]

Fellow Planners,
Lexington is looking for a Planning Coordinator. This position is the first point of contact for the Planning office and Planning Board. We'd love to have you join our team.  The job description is below and available here: https://www.lexingtonma.gov/DocumentCenter/View/12931/Planning-Coordinator-1024?bidId=

To apply, please submit a cover letter, resume, writing sample, and complete the job application form.

Thank you,
Abby

Abby McCabe, AICP
Planning Director
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
781-698-4562
amccabe at lexingtonma.gov<mailto:amccabe at lexingtonma.gov>
Town of Lexington
We are currently accepting applications for the full-time position of:
________________________________
Planning Coordinator
Land Use, Housing and Development Department

Starting hourly range:  $29.72 - $33.87
Plus, Excellent Benefits Package

The REQUIRED Town of Lexington application form and cover letter must be received in the Town's Human Resource Department.
________________________________
GENERAL SUMMARY:

Under the general supervision of the Planning Director, coordinates and performs a variety of technical, deadline-oriented Planning and administrative tasks, customer service work, and specialized functions to support the overall operation of the Planning Office and the Planning Board.  Position serves as the first point of contact for land development inquiries typically by residents, developers, builders, attorneys, and project managers. Individual will help coordinate and guide people through the permitting process.

ESSENTIAL JOB FUNCTIONS:

?      Provides administrative support to the Planning Board and Planning staff. Posts public meeting agendas and legal notices of Board meetings and public hearings, and prepares and distributes electronic meeting packets and materials to members. Attend evening board/committee meetings (typically two per month currently remote meetings) to assist with meeting functions setting up meeting room reservations and room setup, and prepares meeting minutes.

?      Performs initial application intake for Planning Board applications and reviews applications submitted through electronic permit system (View Point Cloud) for initial completeness, collecting application fees, and guides applicants through the process. Coordinates applications for staff comment, track applications process, and closes out permits after final action.

?      Assists with Planning Board follow up, including notifying other Town bodies of Board actions and appointments, and preparing and publishing the Board's Report to the Town Meeting.

?      Provides basic information and timelines on Planning Board hearing applications to applicants.


?      Provides administrative support to the Department including data entry, Department payroll, and other financial matters. Maintains Planning Board deadline calendar, notarizes documents, and assists staff in meeting legal deadlines and other time frames.

?      Serves as the first point of contact for the Planning Office in person, by email, and by phone.  Provides information and materials to boards and committees, outside agencies, and the general public. Answers phones, responds to inquiries, and/or directs caller to appropriate staff member.

?      Supports and assists staff in the preparation of amendments to the zoning by-law for the annual and special Town Meeting, and posts approved amendments in precincts.

?      Assembles zoning materials requiring Attorney General approval and submits to the Town Clerk.

?      Assists staff in producing reports through research, data entry, graphing, editing, formatting and arranging for report printing and distribution. Arranges for printing of zoning maps, zoning by-laws, and development regulations.


?      Assists with preparing board decisions, motions, and final notices.

?      Monitors and reports monthly on Planning spending to the Planning Director. Prepares accounts payable and payrolls for approval. Maintains a variety of files and records including financial records, applications for projects, public request records, abutter's lists, and professional publications. Maintains current projects page of the Town's website

?      Maintains and orders office supplies as needed.


?      Prepares cash turnovers for receipt of application fees and submits to Town Treasurer.

?      Acts as Planning Office liaison to Town administration teams, committees and initiatives (e.g. records management, office managers and administrative assistants, OMAA).


  *   Performs special projects and other related duties as required, directed, or as the situation dictates.

?      Regular attendance at the workplace during Town Office Building hours and evening board meetings (usually two per month) is required.

SUPERVISORY RESPONSIBILITY:


None.

EXPERIENCE:

High School diploma with one to three years of increasingly responsible related administrative support experience.

QUALIFICATIONS:

A strong commitment to the principles of diversity, equity, and inclusion as cornerstones of excellent public service.


Knowledge of:


  *   Modern office procedures, methods and computer/software equipment such as electronic permitting system (View Point Cloud), and Laserfiche.
  *   English usage, spelling, grammar and punctuation.
  *   Principles and procedures of confidential record keeping.
  *   Business letter writing and basic report preparation techniques.
  *   Basic purchasing processes.
  *   Effective customer service techniques.
  *   Web editing for Planning Office and Planning Board webpages.
  *   Perform mailings.

Required Skills:

?      Excellent customer service skills to provide high-quality public service.
?      A positive can-do attitude.
?      Organized and detail oriented.
?      Problem solving.

Ability to:


  *   Perform responsible administrative support services.
  *   Maintain neat professional office space.
  *   Coordinate and persuasively communicate effectively to fulfil customer/public service and board requests.
  *   Operate computer and various software necessary for performing assigned duties.
  *   Write and prepare minutes for regulatory board meetings.
  *   Type at a speed necessary for successful job performance.
  *   Work independently in the absence of supervision and with regular interruptions.
  *   Communicate clearly and concisely, both orally and in writing, and ability to maintain effective working relationships with a variety of people such as colleagues, residents, volunteers, attorneys, developers, builders, engineers, and architects.
  *   Effectively handle an environment which involves close contact with coworkers and the public.
  *   Obtain Notary Public certification.

WORKING CONDITIONS & PHYSICAL DEMANDS:

Work is performed in a normal office environment not subject to extremes of temperature, noise, odor, etc. Operates computer, printer, photocopier, fax machine, laserfiche, and other office equipment. Work requires extended periods of sitting, reaching, typing, and mousing, which requires eye-hand coordination and finger dexterity.

The Town of Lexington has a strong commitment to Diversity, Equity, and Inclusion and we are actively seeking candidates who bring new voices and lived experiences to our organization.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

APPLICATION PROCESS

All applicants are required to submit a cover letter, a writing sample, and complete a Town application form, available from the Internet at www.lexingtonma.gov<http://www.lexingtonma.gov/>, emailing jobs at lexingtonma.gov<mailto:jobs at lexingtonma.gov>, calling (781) 698-4590 or by visiting the Human Resources Department.  Resumes may be attached to the application form as additional information, but cannot serve as a substitute for completing the required application form.



CORI screening required.

The Town reserves the right to modify the application deadline, and/or accept applications after the deadline, to best serve the interest of the community.


After the deadline all applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews.  All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.


Individuals who need accommodations in order to participate in this process should contact the Human Resources Department.

________________________________
Questions regarding this hiring process should be addressed to the:
Human Resources Department
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
(781) 698-4590

________________________________

When writing or responding, please be aware that the Massachusetts Secretary of State has determined that most email is a public record and, therefore, may not be kept confidential.
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