JOB NOTICE
Town of Ghent Planning Board & Zoning Board of Appeals Administrative Assistant
The Town of Ghent is seeking a qualified individual to serve as the Planning Board and Zoning Board of Appeals Administrative Assistant. This position provides general administrative support to both Boards. The successful candidate will interact with the Chairpersons of each board as well as the Building Inspector/Zoning Enforcement Officer and will prepare the meeting agendas and organize and distribute materials to the Board members as needed. The Assistant prepares notices prior to the meetings, records the minutes of the meetings, and distributes draft minutes to the Board Members within 7 days after each meeting. The Assistant is also responsible for filing the records of the Planning Board and Zoning Board of Appeals in accordance with current practices at the Ghent Town Hall.
Planning Board meetings are currently conducted the 1st Wednesday of every month at 7:00 p.m., and Zoning Board meetings are the 2nd Wednesday of every month at 7:00 p.m. The Boards may schedule additional meetings as needed. The successful candidate will receive training on the current processes followed by each Board, and while the meetings are conducted on a regular schedule, scheduling the additional hours needed to fulfil the duties of this position are at the discretion of the successful candidate.
Desired qualifications:
Graduation from a high school or possession of a high school equivalency diploma and 2 Years of secretarial/clerk experience. Familiarity with Zoning and Planning Board matters preferred but not required.
Compensation: $18//hour
A Resume and/or letter of interest should be emailed to the Ghent Town Clerk, Michelle Radley, at [email protected].
Job Description
The Town of Ghent is seeking a qualified individual to serve as the Planning Board and Zoning Board of Appeals Administrative Assistant. This position provides general administrative support to both Boards. This position interacts with the Chairpersons of each board as well as the Building Inspector/Zoning Enforcement Officer. The successful candidate will coordinate the meeting agendas, attend meetings and record minutes, organize and distribute pertinent materials to the respective Boards, and file records at the Town Hall in accordance with current practices.
This position is responsible for maintaining all the records of the Boards.
These records include:
- Minutes of every meeting and public hearing.
- Applications and supporting materials received from applicants and the Building Inspector/ZEO.
- Documents or other materials submitted by Applicants or others at public hearings.
- Correspondence to and from the Boards.
- Any other official documents and materials related to the respective Board’s business.
Required Knowledge, Skills, Abilities, and Attributes
The candidate should have good knowledge of the principles and practices of municipal government organization, operation, and function. Familiarity with office procedures, including the use of simple office machines and filing systems. Experience working with Microsoft Office Suite with a focus on Microsoft Word; experience in documenting conversations using note taking or typing/keyboarding; should have an ability to organize, follow protocols and meet deadlines.
Minimum Acceptable Training and Experience
Graduation from a high school or possession of a high school equivalency diploma and three years of experience in administrative support or community planning work; or any equivalent combination of training and experience sufficient to indicate ability to do the work.
General Responsibilities of the Position include:
- Attend all Board meetings and hearings- The successful candidate attends all ZBA/PB meetings, and public hearings to take minutes and handle the paperwork during meetings. These Boards hold meetings the 1st and 2nd Wednesdays of every month at 7:00 p.m. The Boards may schedule additional meetings and public hearings as needed.
- Record minutes of all Board proceedings. The successful candidate will take notes at every meeting; the meetings are currently recorded. The successful candidate’s notes, combined with the recording will be used as the basis for preparing the official minutes of the meeting. Meeting minutes are to be drafted and distributed to the respective Boards one week after the meeting. Once adopted by the Planning Board, the minutes will be filed in the Town Hall.
- Send out Notices of Public Hearings. The Boards hold public hearings on a variety of topics and the successful candidate will prepare and distribute public notices to applicants, abutters and the public. Notices must appear in the paper 5 days prior to a Public Hearing and must be submitted to the paper at least 72 hours (3 days) prior to the publication date.
- Files all decisions of each Board with the Town Clerk, Building Inspecter, and/or Zoning Enforcement Officer within 5 business days after such decision is rendered.
- Performs other tasks as warranted and/or requested by the Chairperson of each Board.
Download a PDF of the job posting.
Download a PDF of the job description.