Executive Officer

Executive Officer

The Executive Officer is the primary administrative staff member for Cambridge's Board of License Commissioners and the Pole and Conduit Commission (P&C), overseeing all administrative matters to ensure the business of both bodies is carried out and providing particular support to the Chair of the License Commission. The EO supervises the License Commission Department's administrative staff and assists with their tasks, responds to all inquiries, serves as the communication conduit among the Board, other departments, staff, businesses, applicants, licensees, and external parties and agencies, and oversees daily public and interdepartmental communications and the processing of applications, fees, fines, and background checks.

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Interact daily with the public and City employees and departments to coordinate hearings, ensure compliance, and support Commission business; answer and appropriately route all calls, emails, correspondence, and verbal inquiries assigned by the Chair or designees, ensuring timely and accurate responses; assist individuals with questions about the License Commission's procedures, including application procedures for matters related to the Department's business or Board or P&C processes;
  
  and communicate with hearing witnesses, licensees, applicants, and attorneys to transmit information to the Board or P&C.
• Process new and renewal applications; create and maintain files; process and track fees and fines; process background checks; and account for and maintain accurate records of all applications, permits, fines, and payments, including entering and retrieving data and generating reports from various databases.
• Serve as Keeper of Records, maintain all records of the Department, Board, and P&C, and, in coordination with and under the direction of the City's Public Records Access Officer, respond to all public information requests, including collecting all data and documents necessary for the response.
• Attend, conduct, and assist at public hearings and meetings, and draft reports, decisions, opinions, minutes, agendas, notices, correspondence, and related assignments as provided by the Chair or their designees.
• Oversee or arrange hearings, publication of notices in local newspapers, and notice to abutters.
• Conduct research and advise or provide input to the Board and P&C on the issuance or denial of applications, including assessments of whether applications comply with procedures, policies, rules, and regulations.
• Assist with preparing affidavits and court pleadings and appears as a key witness on behalf of the Board and P&C, as their representative, in court, before any other public or administrative body, in coordination with the City Solicitor's Office.
• Gather information and provide input to the Chair on personnel matters; review staff work; directly supervise administrative staff by providing day-to-day guidance, workload prioritization, training, performance feedback, and assistance; and issue discipline when necessary, at the direction of the Chair or as designated.
• Coordinate with police, fire, other departments, the courts, and other agencies to enforce licensing laws, and regularly work with the City's Consumers' Council to coordinate activities and share information supporting hearings, licensing compliance, and public inquiries.
• Prepare instructional materials for community groups, licensees, and the general public.
• Coordinate administrative and operational support for the Consumers' Council division, working with Consumers' Council staff and the Chair/Director to ensure effective delivery of consumer protection services.
• Perform other duties as required.

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

Minimum requirements:

• Bachelor's degree required; J.D. preferred.
• Legal education or background, or a minimum of two (2) years of legal work experience, is required.
• Requires extensive knowledge of general office procedures;
  Three (3) years of supervisory experience and relevant administrative experience.
• Municipal licensing experience is highly preferred.
• An equivalent combination of education, training, and experience may be considered.

Knowledge, skills, and abilities:

• Skill in mediating and defusing situations and communicating effectively and professionally, both orally and in writing.
• Ability to work independently or collaboratively with limited supervision in an effective, timely, and professional manner.
• High motivation and reliability with a positive, enthusiastic, professional attitude and outlook.
• Ability to be trained in the use of required equipment and software, including data collection software, to perform…