Development Planning & Records Coordinator

Town of Smithfield; Smithfield (RI); On-site; USD 55,000 - 75,000; Full time

Job summary

The Town of Smithfield in Rhode Island seeks a Planning Services Coordinator to manage day-to-day development records, notices, and board materials. You will support the Director and Assistant Planning Director by ensuring that planning and development review processes are consistently administered.

You will coordinate application intake, board/commission meeting preparation, procedural tracking, records management, public inquiries, and the department’s electronic permitting and information

Qualifications

• High school diploma or equivalent; higher degree preferred.
• Administrative, records management, public meeting, customer service, or permitting experience preferred.
• Municipal planning experience not required; familiarity with local government or development applications is desirable.

Responsibilities

• Prepare agendas, meeting notices, hearing notices, public postings, and abutter notifications; maintain posting records.
• Assemble and distribute meeting packets; maintain current versions and distribution records.
• Draft minutes, routine correspondence, and decision documents; coordinate review, signatures, and filing.
• Maintain meeting calendars, submission deadlines, hearing logistics, and follow-up tasks; attend evening meetings as assigned.
• Receive, log, and organize applications, plans, fees, revisions, and correspondence; maintain records in electronic permitting system.
• Track application status, notices, and referrals; alert staff to deadlines and outstanding items.
• Circulate applications for department and agency review; collect and organize comments for staff.
• Coordinate approved plans, endorsements, recordings, and filings; maintain documentation.
• Maintain accurate paper and electronic files; manage templates and filing conventions.

Skills

Strong organizational skills

Professional communication

Attention to detail

Ability to manage multiple deadlines

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in administration, planning, geography, communications, legal studies, or related field preferred

Tools

GIS

Word

Excel

Outlook

Job description

The Town of Smithfield in Rhode Island seeks a Planning Services Coordinator to manage day-to-day development records, notices, and board materials. You will support the Director and Assistant Planning Director by ensuring that planning and development review processes are consistently administered.

You will coordinate application intake, board/commission meeting preparation, procedural tracking, records management, public inquiries, and the department’s electronic permitting and information