Planning Administrative Assistant

Town of East Longmeadow; East Longmeadow (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

The Town of East Longmeadow is seeking a Planning Administrative Assistant to support planning staff with case preparation, notices, minutes, and website updates.

This in-house, full-time role requires an Associate's degree and strong customer service, with ability to attend evening meetings and maintain open meeting law compliance.

Qualifications

• Associates Degree with planning, legal, construction, design, or other related field courses strongly preferred.
• One to three years of experience in a responsible administrative position, preferably in a municipal setting, or any equivalent combination of education and experience.
• Familiarity with the Open Meeting Law.

Responsibilities

• Schedule meetings, advertise legal notices, notify abutters of meetings, and notify applicants of scheduled hearings.
• Input permits into computer system.
• Receive plans and send to appropriate department head for review for accuracy.
• Post meetings and hearings with the Clerk's Office.
• Attend and take minutes of the Conservation Commission.
• Attend and take minutes of the Planning Board and/or Zoning Board of Appeals when necessary.
• Assist with bylaw review amendments.
• Draft annual reports for Director's review and approval.
• Post meetings, minutes, and relevant information on town website.
• Prepare correspondence and decisions for review by Director.
• Process payments for various permits.
• Provide customer service in person, by phone, by email, and by other means.
• Perform similar or related work as required.

Skills

Verbal communication

Written communication

Customer service

Attention to detail

Evening meetings attendance

Education

Associates Degree in planning/legal/construction/design/related field

1-3 years administrative experience (municipal preferred)

Job description

Planning Administrative Assistant

Union: UPSEU Grade D - Full Time 37.5 per week

Hourly Range: $26.6024 to $34.9032

IN HOUSE POSTING: This job posting will be open for not less than two (2) weeks

General Description:

Position is responsible for administrative tasks for this department by performing complex and specialized planning case file preparation functions. Supports public hearings including the posting of public notices, meeting preparation, publishing of agenda, data entry, updating the department website, taking and transcribing minutes of various meetings and providing excellent customer service.

Primary Essential Functions:

• Schedule meetings, advertise legal notices, notify abutters of meetings, and notify applicants of scheduled hearings.
• Input permits into computer system.
• Receive plans and send to appropriate department head for review for accuracy.
• Post meetings and hearings with the Clerk's Office.
• Attend and take minutes of the Conservation Commission.
• Attend and take minutes of the Planning Board and/or Zoning Board of Appeals when necessary.
• Assist with bylaw review amendments.
• Draft annual reports for Director's review and approval.
• Post meetings, minutes, and relevant information on town website.
• Prepare correspondence and decisions for review by Director.
• Process payments for various permits.
• Provide customer service in person, by phone, by email, and by other means.
• Perform similar or related work as required.

Education and Experience:

Associates Degree with planning, legal, construction, design, or other related field courses strongly preferred. One to three years of experience in a responsible administrative position, preferably in a municipal setting, or any equivalent combination of education and experience.

Familiarity with the Open Meeting Law.

Strong verbal and written communication abilities.

Ability to work independently on routine functions.

Strong attention to detail.

Excellent customer service skills.

Ability to attend various scheduled evening meetings that take place for the Boards and Committees.

The Town of East Longmeadow is an equal opportunity employer. M/F/D/V and does not discriminate based on race, creed, gender, national origin, age, disability, marital or veteran status, sexual preference or any other legally protected status.