Planning Services Coordinator

Town of Smithfield•Smithfield, RI

1d•Onsite

About The Position

The Planning Services Coordinator is the Department of Planning & Economic Development’s principal administrative and procedural support position. The role manages the day-to-day production, coordination, and maintenance of development application records, public meeting materials, required notices, official filings, and other departmental documentation, supporting the Director and Assistant Planning Director (Principal Planner) in consistently administering established planning and development review processes. Administrative duties are the primary responsibility of the position. The coordinator manages application intake, board and commission meeting preparation, procedural tracking, records management, public inquiries, and the Department’s electronic permitting and information systems. Limited technical assistance includes retrieving zoning and parcel information, compiling data, and preparing basic maps or research materials under the direction of professional planning staff. Work is performed primarily in a municipal office environment with frequent computer use, public contact, and handling of paper and electronic records. Occasional evening meetings and additional hours may be required. Physical requirements and essential-function accommodations are subject to HR review and the Town’s functional job description.

Requirements

High school diploma or equivalent.
Strong organizational skills, accuracy, attention to detail, and ability to manage multiple deadlines and documents.
Ability to prepare clear correspondence, agendas, notices, minutes, and accurate records.
Proficiency in Word, Excel, Outlook, and office technology, and ability to learn permitting and records systems.
Ability to follow procedures, identify missing documentation, handle confidential records appropriately, and refer matters requiring authorization.
Ability to read basic site plans, maps, and property records.
Professional communication skills and ability to work with the public, applicants, staff, and officials.
Availability for occasional evening meetings.

Nice To Haves

Associate’s or Bachelor’s degree in administration, planning, geography, communications, legal studies, or a related field.
Administrative, records management, public meeting, customer service, or permitting experience; relevant coursework or internships may qualify.
Familiarity with local government or development applications.
GIS familiarity.

Responsibilities

Prepare agendas, meeting notices, hearing notices, public postings, and abutter notifications; maintain posting and publication records.
Assemble and distribute meeting packets, maintain current versions and distribution records, and prepare meeting materials.
Draft minutes, routine correspondence, and decision documents from approved actions; coordinate review, signatures, distribution, recording, and filing.
Maintain meeting calendars, submission deadlines, hearing logistics, and follow-up tasks; attend evening meetings as assigned.
Receive, log, and organize applications, plans, fees, revisions, and correspondence in the Town’s electronic permitting system.
Check applications for required forms, fees, plans, and supporting documents; refer formal completeness and technical questions to professional staff.
Track application status, procedural deadlines, notices, and referrals; alert staff to approaching deadlines and outstanding items.
Circulate applications for departmental and agency review and collect and organize comments for professional staff.
Coordinate approved plans, decisions, endorsements, recordings, and filings; maintain required documentation.
Maintain accurate paper and electronic files for applications, plans, decisions, meeting records, and departmental correspondence.
Maintain templates, checklists, filing conventions, application logs, and tracking tools; recommend improvements to office procedures.
Prepare and proofread letters, notices, forms, spreadsheets, reports, and public information materials.
Respond to telephone, email, and counter inquiries about procedures, schedules, and public records; refer substantive questions to appropriate staff.
Handle scheduling, supplies, mailings, records requests, fee documentation, other office needs, and assist with E-911 addressing coordination.
Retrieve zoning provisions, parcel information, recorded plans, and other reference materials for professional planning staff.
Assist with basic GIS maps, spreadsheets, development activity summaries, tables, and presentation materials.
Provide administrative support for comprehensive planning, economic development, grants, and public engagement activities.
Perform other related administrative, procedural, and limited technical duties as assigned.