Planning & Building Coordinator

General Description:

Under the general supervision of the Director of Planning & Building, this role involves administrative support for the department, primarily focusing on processing building permits, planning applications, and zoning adjustments, as well as maintaining related files. Key responsibilities include providing customer service to the public, managing office functions, financial record-keeping, scheduling, handling communications, and ensuring accurate processing and maintenance of applications and legal records.

Essential Duties & Responsibilities:

• Interacts with the public on the telephone, at the counter, or via email
• Manages overall function of the office, including: 
  • Maintenance of financial records such as depositing checks, preparing check requests/invoices for payments, and preparation of purchase orders in accordance with Town Policy. 
  • Purchasing of office supplies. 
  • Assist in scheduling appointments between interested parties and office staff. 
  • Assist in scheduling inspections for the Building Inspector. 
  • Answering all incoming calls and email messages to the department. 
• Accepts all building permits, Planning Board, and Zoning Board applications; verifies completion and accuracy; includes taking fees, setting up legal notices or agendas, and sending out appropriate correspondence. 
• Manages all required noticing, record keeping, minutes, and correspondences for land use boards, as directed. 
• Assists staff in the preparation and distribution of staff reports and Committee packets. 
• Assists the Director in the preparation of the annual budget and development of the annual Capital Improvements Program. 
• Updates, prints, makes available, and distributes as necessary all Land Use Regulations and other related planning documents prepared by this office. 
• Assists with logistical planning and implementation of community outreach events and activities. 
• Scans files into the DocStar System

Other Duties and Responsibilities:

• Maintains strong working relationships with other Town staff and provides assistance to other departments, as directed. 
• Promotes and maintains positive relationships with community members, businesses, and other stakeholders. 
• Performs other related duties as required.

Competencies: 

• Duties require a High School diploma/G.E.D.; three years’ experience of secretarial/administrative related experience preferred. 
• Excellent ability to communicate effectively both verbally and in writing; to establish positive public relations for the department; and to interact with a wide variety of people. 
• Considerable knowledge of business English, grammatical construction, spelling, punctuation, and vocabulary and the ability to compose routine letters and documents. 
• Excellent customer service skills 
• Working knowledge of modern office procedures, practices, and equipment. 
• Knowledge of computer software as applies to office applications, including Microsoft Word and Excel.
• Ability to learn and implement office procedures related to Department, Town, State, and Federal policies, rules, procedures, codes, and ordinances. 
• Ability to handle multiple tasks, consistently meet deadlines, and work independently. 
• Ability to conduct complex research under supervision of Director. 
• Ability to maintain confidentiality of sensitive information. 
• Ability to organize and maintain legal records. 
• Ability to access and obtain information from the internet. 
• Ability to keep accurate and detailed records of meetings. 
• Ability to operate planning computers and equipment. 

Required Education & Experience:

• Duties require the completion of a High School diploma/G.E.D. 
• Three years’ experience in a secretarial/administrative role preferred
•  Experience in municipal land use preferred
• Ability to operate office equipment (i.e. – computers, copiers, scanners, printers, etc.)