The Town of Edgartown is seeking a motivated and organized administrator to coordinate the activities of the Planning Board. This is a full-time, 40 hour per week position with competitive health and retirement benefits. Under the direction of the Planning Board, this position is assigned to tasks that include scheduling and recording meetings in compliance with the Open Meeting Law, processing applications and writing Planning Board Decisions, providing information and office reception to applicants and abutters, and maintaining a familiarity withplanning practices and the Town of Edgartown zoning bylaws.

Applications and full job description are available at www.edgartown-ma.us or in the Human Resource Department, Edgartown Town Hall 1st Floor. Completed applications, letters of interest, and resumes may be emailed to jrobinson@edgartown-ma.us or mailed to PO Box 5130, Edgartown, MA 02539, ATTN: Human Resource Office

Position is open until filled with priority given to applications received before November 1, 2024. The Town of Edgartown is an EOE.

Planning Board Assistant Job Description

DEFINITION

Position is responsible for providing administrative and secretarial support to the Planning Board and to discharge the duties of the office.

ESSENTIAL FUNCTIONS

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.

• Answers questions from the general public, attorneys, and developers; explains procedures, regulations, and requirements of the Planning Board; explains provisions and regulations of the zoning bylaws.

• Reviews and verifies applications for subdivisions and special permits and zoning permits; advises applicants and Board of application status and compliance with ordinances and zoning requirements.

• Coordinates review of applications with other municipal departments as needed.

• Prepares all decisions issued by the Board.

• Maintains comprehensive legal files of all planning records, applications and plans received and actions taken; reviews plans submitted for compliance with procedural requirements.

• Performs planning tasks, at the request of the Board, including research into land use laws and procedures of other communities; prepares proposed changes to zoning bylaws.

• Collects land use data for use in preparation of comprehensive plans and in development of zoning regulations.

• Recommends actions and additional conditions to be included in decisions by the Board

• Serves as the Planning Board representative and acts as liaison between the Planning Board, the town and regional planning agencies

• Schedules meetings and coordinates all planning efforts for the Planning Board with other town boards, the Martha's Vineyard Commission, and outside planning consultants; notifies all other town boards and departments of refused subdivisions and regulatory processes; notifies members and applicants of meeting schedule; prepares materials for board members; attends meetings.

• Consults with the Town Counsel and reports back to the Planning Board on all matters needing legal interpretation; ensures the processing of all subdivision plans, including posting hearing notices, notifying abutters, and filing decisions with the Town Clerk, complies with regulations and deadlines.

• Prepares grant applications and project reports and administers projects conducted under grants received.

• Prepares department budget; processing payroll; orders all supplies, processes accounts payable; monitors expenditures of the department; researches and compiles any statistics required by the Planning Board; performs all other secretarial and administrative functions.

• Arranges and attends Planning Board site visits and meetings with applicants; prepares appropriate notices and supporting documents; and prepares and/or reviews meeting minutes

• Provides technical and administrative planning assistance to Planning Board and other town committees, departments and boards.

• Performs a variety of related duties 

SUPERVISION RECEIVED

Under general direction, employee plans and prioritizes the majority of work independently, in accordance with standard practices. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly.  Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities.  Technical and policy problems or changes in procedures are discussed with the Board and/or other municipal authorities. 

ACCOUNTABILITY 

The nature of the professional or technical work means that errors in analysis, techniques or recommendations would probably be difficult to detect.  Consequences of errors, missed deadlines or poor judgment could result in costs, delay of service delivery, poor public relations. 

JUDGMENT

The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices.  Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times.  Judgment is used in analyzing specific situations to determine appropriate actions.  Requires understanding, interpreting and applying federal, state and local regulations.

COMPLEXITY

The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field.  Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact finding techniques; or determining the methods to accomplish the work.

NATURE AND PURPOSE OF CONTACTS

Relationships are constantly with co-workers, the public, groups and/or individuals such as peers from other organizations, and representatives of professional organizations. The employee serves as a spokesperson or recognized authority of the organization in matters of substance or considerable importance, including departmental practices, procedures, regulations or guidelines.  May be required to discuss controversial matters where tact is required to avoid friction and obtain cooperation.

CONFIDENTIALITY

Employee has access to sensitive and confidential information in the performance of their duties; including law suits related to planning issues.

EDUCATION AND EXPERIENCE

Associate degree and two years of experience, preferably in a municipal setting; or an equivalent combination of education and experience.

KNOWLEDGE, ABILITY, AND SKILLS

Must have knowledge of the principles and practices of municipal land use planning; subdivision and DCPC overlay districts; zoning statutes.

Must have ability to analyze and interpret laws, ordinance, rules, regulations and data; keep varied records; establish and maintain effective working relationships with outside agencies, officials, employees and the general public.

Must have skill in office administration, word processing, data base and spreadsheet applications as well as municipal software programs and GIS programs.

WORK ENVIRONMENT

The work is performed in an office environment.  Noise or physical surroundings may be distracting. 

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

The work involves sitting, standing, walking and stooping.  May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes