Clerk - Planning and Community Development

Clerk - Planning and Community Development

POSITION: CLERK

DEPARTMENT: PLANNING and COMMUNITY DEVELOPMENT DEPARTMENT

REPORTS TO: PLANNING DIRECTOR

This position will be filled in accordance with the Collective Bargaining Agreement between the Town of Cumberland and the Teamsters Local 251 Union. All clerks are responsible for specific clerical and administrative duties and functions that are applicable to the Department that they work. They will support the duties and functions of the Department Head. Hours for this position are Monday through Friday 8:30 AM until 4:30 PM.

JOB SUMMARY
:
Under the direction of the PLANNING AND DEVELOPMENT DIRECTOR this Clerk position is responsible for the daily clerical and administrative operations and technical assistance within the Planning Department. The duties and responsibilities below are representative of the knowledge, skills and abilities required.

The Planning Clerk supports the Planning Director and Town Planner.

The Planning Clerk duties include, but not limited to the following:

General

• Perform general clerical work involving independent judgment and accuracy
• Organize work according to standard office procedures
• Serve as a resource to the general public and Town employees regarding Planning Department related matters

Processing/Reviewing/Tracking Applications

• Oversee the clerical processing of all Planning Board applications, including but not limited to meeting agendas, packet preparations, mailings, legal notices, records of decisions, file maintenance, and meeting minutes.
• Maintain a development project spreadsheet, issuing an internal monthly status update
• Assist the Director and Planner in reviewing development plans and other project documents
• Post agendas and other public documents relating to Planning Board, Historic District Commission, and other public bodies, consistent with the State Open Meetings statute
• Draft Planning Board minutes from meeting video recordings
• Organize and maintain the Department’s files and archives of Site Plans, grant documents and other material required to be available for rapid retrieval

Office Management

• Prepare/process office supply and other department requisitions and purchase orders
• Assist with grant administration
• Assist in drafting, soliciting, and processing Requests for Proposals and Quote Requests
• Prepare payroll sheets and forward to the Finance Department for processing
• Assist in tracking budget line items and account balances

Technical Assistance

• Assist Planner and Director in researching planning best practices on issues that come up
• Use Map Geo (on Town website) to identify site locations, characteristics and data
• Assist in the reviewing of survey maps and deed descriptions
• Maintain a working knowledge of the Town Land Development Regulations and Zoning Ordinance
• Help maintain the Department’s web pages

• Must possess a high school diploma or GED certificate
• Must have one (1) or more years of clerical experience
• A combination of education and experience comparable to the above would be preferred

• Discrete and trustworthy with sensitive information
• Knowledge of government administration and office policies, practices and procedures
• High degree of interpersonal communication skills and desire to learn
• Proficiency in Microsoft Office Suite (Word, PowerPoint and Excel)
• Ability to work effectively and communicate on a day-to-day basis with the public, supervisors, support personnel and Town Staff