Administrative Assistant, Planning Department

Position Status: Union
Supervisor: Director of Planning & Development
Grade: Grade 14
Civil Service: No
Union: BMEA
Hours: 35 Hours Per Week
Salary: $47,376.16 to $54,398.24

 

Summary:

Responsibilities include all duties necessary to provide the day-to-day assistance to the Planning Director, Assistant Planning Director and the Planning Board to assure the efficient and professional operation of the Planning Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following; other duties may be assigned.

  • Provide secretarial and administrative support to the Planning Director, Assistant Planning Director and Planning Board.
  • Provide planning assistance to residents and property owners relating to subdivision rules and zoning ordinance questions.
  • Responsible for the preparation, recording and filing processes for all submittals for Planning Board meetings and agendas to include preparing agenda for meetings, recording all items, coordination with minutes takers, extensions, filing, follow-up and maintaining list of expiration dates of permits.
  • Liaison between developers and/or applicant and engineering with respect to agenda items – Preliminary & Definitive Subdivision Plans, Waivers of Frontage, Special Permit Applications (CC Zone, Pork Chop Lots, WD & WDR Districts), Site Plan Review Applications, Open Space Residential Design Site Plan, Inclusionary Housing Permits, Subdivision Approval Not Required Plans (SANR’s) and Repetitive Petitions – all recording and filing until completion.
  • Responsible for all Performance Bonds – Recording/keeping track/filing of Acceptance, Expirations and Extensions until released by Planning Board.
  • Scheduling meetings – posting, publishing legal notices, members and Abutters’ notification – for the Planning Board, Parking & Traffic Commission, Economic and Community Development Council, Historic District Commission, and other boards and committees as necessary.
  • Responsible for all Historic District Commission support – scheduling meetings, posting and publishing notices, abutter notifications, filing paperwork (Certificates of Appropriateness and Demolition Delay Applications) associated with the Historic District Commission.
  • Responsible for the record-keeping and filing of Planning Department-sponsored proposed zoning amendments from their inception to completion to assist the Code Enforcement Officer’s office with maintaining an up-to-date Beverly Zoning Ordinance book.
  • Assist with maintaining the Planning Department web page including but not limited to posting meeting notices, updates to planning and development information, and related notices.
  • Responsible for all Planning Department bills and accounts receivable – inputting and recording – also, Shuttle Bus Bills and maintaining files for reimbursement from MBTA.
  • Preparation of monthly Beverly Shuttle reporting to MassDOT and annual National Transit Database (NTD) report.
  • Planning Department payroll, including payroll of the recycling coordinator and reimbursement under the Massachusetts Recycling Incentive Program (MRIP).
  • Receptionist duties – telephone questions and directions – general questions from citizens seeking information at the office and providing assistance in covering the Mayor’s office, operator switchboard, and mailroom when those Administrative Assistants are out.
  • Assist in the sale of Subdivision Rules and Regs copies, Master Plan copies, shuttle bus passes, etc.
  • Maintain list and respond to inquiries regarding Affordable Housing lotteries.

QUALIFICATIONS:

  • The Administrative Assistant in the Planning Department shall be a person who possesses relevant education, experience and training to perform the duties of the office.
  • Working knowledge of Microsoft Office Suite and demonstrated knowledge or ability to learn permit tracking software programs such as ViewPermit, and financial software programs such as MUNIS.
  • The Administrative Assistant shall have an ability in providing a high level of customer service to the public.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand, walk, talk and hear.  The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms, climb or balance or stoop.

The employee must lift and/or move up to 10 pounds.  Specific vision abilities required by this job include the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

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