Administrative Assistant Land Use

35-40 hours per week

 This position performs responsible administrative and clerical duties pertaining to Zoning Board of Appeals and Conservation Commission matters; attends Conservation Commission and Zoning Board of Appeals meetings and may fill in for other Land Use boards as needed.  Performs all other related work as required.

Essential Functions:

  • Reviews all Zoning Board of Appeals and Conservation Commission applications prior to submittal to Board/Commission to ensure completeness and accuracy with guidance from Town Planner and Conservation Agent.
  • Accepts all fees for applications and prepares submittal forms to Town Treasurer and Accountant. Maintains accurate records of all fees.
  • Prepares legal notices for newspaper advertisements and ensures that content is accurate and submitted within state mandated timeframes.
  • Prepares agendas and meeting notices for hearings and notifies abutters and town departments as required by Massachusetts General Law (MGL).
  • Maintains all public records and case files and materials as part of the case record.
  • Disseminates case materials to Board/Commission members, consultants, and other town departments. Serves as information resource, researches issues and provides data.  Updates website, as necessary.
  • Prepares materials for and attend meetings; use technology to distribute and display material, takes and transcribes minutes and ensures compliance with Open Meeting Law requirements. Tracks member attendance and hearing timelines for compliance with MGL mandates.
  • Prepares Requests for Proposals/Quotations as required and collects review fees paid by the applicant; disperses to consultants upon reconciling billing with Scope of Work. Oversees budget and requests additional funds, as necessary.
  • Composes and prepares correspondence on behalf of Board/Commission Chairs and collaborates with Clerk of the ZBA in finalizing decisions of the Board; and with the Conservation Agent in finalizing DEP forms.
  • Prepares Board and Commission annual reports.
  • Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

 Education, Training and Experience:

High School Diploma; 3 – 5 years of related municipal experience, Associate’s Degree desirable; or an equivalent combination of education and experience.  Proficiency using Microsoft Office and ability to learn and use other software.

To apply candidates must forward a cover letter, resume and salary requirements to AA/EOE. (Union Position)