Planning Board Administrative Assistant

QUALIFICATIONS:

  1. Secretarial & office management experience - municipal experience a plus
  2. General knowledge of bookkeeping
  3. Adept at word processing (Word) and spreadsheets (Excel), QuickBooks is a plus
  4. Skill with scheduling and managing multiple priorities
  5. Recordkeeping/document management
  6. General knowledge of or ability to familiarize self with NH RSA’s and Town of Newton Ordinances and Regulations
  7. Team player, able to interact in a professional manner with applicants, other departments, Boards and Town officials.

REPORTS TO:   Planning Board Chairman

 

ROLE: 

The Administrative Assistant is solely obligated to the Planning Board and shall assist the Chairman and the Board members in carryings out their responsibilities per the Town regulations and relevant provision of the NH RSA’s.  He/She shall serve primarily as the office and documentation manager, recorder for board meetings and shall receive, verify and schedule applications and distribute information.  The Administrative Assistant has no authority other than as directed by the Board.

 

RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT (AA):

MEETINGS & MINUTES:

  1. Prepare Agenda: Work with the Board Chair to draft the agenda according to the Board’s standard format.  Prepare legal notices according to the Board’s standard format.  Post agendas in not less than 2 public places at least 24 hours prior to the meeting.  Packets containing copies of the meeting agenda and all relevant supporting documentation and correspondence shall be delivered to the Board members and alternates on the Friday before the Tuesday meeting.  Pay special attention to a petitioner’s right to be heard by the Board within 30 days of their request. 

 

  1. Meeting prop: Prepare the meeting hall 1 hour prior to the meeting and make sure all materials are in readiness for the smooth work of the Board. 

 

  1. Minutes: Take full minutes of meetings and public hearings according to the Board’s standard format.  Record motions verbatim, with mover, second and vote of the Board.  A videotape/DVD record of the public hearing is provided by the cable committee and shall be kept on file in the Planning Board office; its use to verify details of the meeting is encouraged. 

 

  1. Recording of the Minutes:  Finalize a complete typewritten copy of the minutes within 144 hours of the meeting (the Wednesday a week after, for all Tuesday meetings) and distributes copies marked “DRAFT” to all Board members and alternates, Selectmens Office, Webmaster, Town Clerk, Conservation Commission, Board of Appeals, Building Safety, Road Agent, Police and Fire Chief, Town Engineer and Circuit Rider Planner. After the meeting at which the minutes are approved and accepted by the Board, a notation shall be added to the minutes indicating the date they were accepted. 

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Type
Employment
Close Date
Salary
Up to $25.00 hourly
Organization