Planning Coordinator (PDF)

EMPLOYMENT OPPORTUNITY


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: $30.47 - $34.77
Excellent benefits package


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


Summary Assists the Planning Director in meeting departmental goals and objectives. Processes payroll for
Planning and Economic Development staff. Prepares EAFs, retroactive calculations, and performs end-of-year
accounting. Completes accounts payable tasks. Posts public meeting agendas and public hearing notices, writes
Planning Board meeting minutes. Performs all other related work, as required.


Essential Functions
The essential functions or duties listed below are intended only as illustrations of the various types of work that
may be performed. 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.


* Serves as first point of contact for the Planning Board and Planning Office staff.
* Performs initial application intake for Planning Board applications and reviews applications submitted
through electronic permit system (OpenGov) for initial completeness, collecting application fees, and guides
applicants through the process. Coordinates applications for staff comment, track applications process,
keeps application details up to date, and closes out permits after final action.
* Processes payroll for Planning and Economic Development staff. Prepares EAFs, retroactive calculations
and end-of-year accounting.
* Performs accounts payable tasks including payments for any consultants including any professional peer
review services.
* Posts public meeting agendas, and public hearing notices. Attends Planning Board meetings and sets up
meetings. Prepares electronic meeting packet and writes meeting minutes. Responds to questions about
future public meetings and public hearings.
* Performs initial application intake. Reviews applications and guides applicants. Tracks applications. Assists
staff with application process.


* Prepares and sends abutter notices, public hearing notices, and notification of Board actions.
* Provides information to Boards, Committees, and residents. Responds to queries by telephone, email, and
in-person.
* Assists with preparing Board decisions, motions, final notice mailings, and webpage updates.
* Monitors department budget and prepares reports.
* Updates and maintains the department's web page with current development projects.
* Acts as Planning Office liaison to committees and coordinates work with staff.
* Performs other similar or related duties, as required or as situation dictates.
* Supports and assist staff in preparation of amendments to the Zoning Bylaw for Town meeting and
submission to the Attorney General.
* Prepares first draft of board decisions.


Supervision
Supervision Scope: Performs varied and responsible functions requiring a working knowledge of administrative
office procedures and departmental operations and the exercise of judgment and initiative, particularly in
situations not clearly defined by precedent or established procedures.


Supervision Received: Works under the direct supervision of the Planning Director following department rules,
regulations and policies. Duties require the ability to plan and perform operations and independently complete
tasks, according to prescribed time schedules.


Supervision Given: None.


Recommended Minimum Qualifications
Education, Training and Experience
High School diploma or equivalent plus (one) 1 year of customer service, time management, administrative
office management, and organizing experience or an equivalent combination of education, training and
experience are required. Accounting knowledge and file management experience are required. Ability to be
detail oriented is necessary. Computer literacy is required.


Knowledge: Knowledge of Accounting including accounts payable and payroll. Knowledge and skill with
principles and practices of record keeping, file management, and reporting. Knowledge of administrative office
practices and procedures. Knowledge of town government. Knowledge of mathematical functions to perform
payroll tasks.


Ability: Ability to communicate clearly and concisely, both orally and in writing. Ability to interact
appropriately and tactfully with customers. Ability to maintain detailed and accurate records. Ability to explain
Department regulations, policies and procedures. Ability to work independently. Ability to set and follow
detailed timetables. Ability to multi-task. Ability to maintain confidentiality. Ability to perform data entry
accurately. Ability to focus on details. Ability to learn federal, state and local laws, codes, and regulations
required for department operations.


Skills: Proficient customer service and organization skills. Proficient written and verbal communication skills.
Proficient computer skills with MS Office Suite applications. Proficient skill with new and existing computers
and software applications supporting departmental operations, including Munis. Familiarity with GIS.


Job Environment
* Work is performed in office environment with moderate noise levels, and with frequent interruptions.
Work is subject to fluctuations, and administrative deadlines. May work evening meetings.


* Operates computer, printer, telephone, copier, facsimile machine, and all other standard office
equipment.
* The employee has constant contact with municipal staff, Zoning, Economic Development office and
finance staff, the public, real estate agents, attorneys, vendors, local agencies, local community
organizations, and businesses. Contacts are via telephone, in person, and in email.
* The employee has access to confidential information.
* Errors could result in delays or loss of service, monetary loss, and legal ramifications.


Physical Requirements
The physical demands described 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 required to sit and to communicate, or hear.
Occasionally the employee is required to stand, walk, and sit, use hands to finger, handle or feel, and reach with
hands and arms. Vision and hearing at or correctable to normal ranges is necessary. This position requires the
ability to operate a keyboard at efficient speed.


This 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.


Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer


APPLICATION PROCESS
All applicants are required to complete a Town application form, available from the Internet at
emailing View email address on click.appcast.io, calling View phone number on click.appcast.io 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 accommodation 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
View phone number on click.appcast.io

Required

Preferred

Job Industries

• Other