Planning Services Coordinator

TOWN OF SMITHFIELD  |  RHODE ISLAND

Department of Planning & Economic Development

GENERAL SUMMARY

The Planning Services Coordinator is the Department’s principal administrative and procedural support position, responsible for the day-to-day production, coordination, and maintenance of development application records, public meeting materials, required notices, official filings, and other departmental documentation. The position supports the Director and Assistant Planning Director (Principal Planner) by ensuring that established planning and development review processes are consistently administered.

The position coordinates 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. Administrative duties are the position’s primary responsibility, not secondary to technical assignments.

ESSENTIAL FUNCTIONS:

A. Board and Commission Administration

• Prepare agendas, meeting notices, hearing notices, public postings, and abutter notifications; maintain posting and publication records.
• Assemble and distribute meeting packets, including plans, reports, correspondence, and exhibits; maintain current versions and distribution records.
• 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.

B. Development Application and Procedural Administration

• Receive, log, and organize applications, plans, fees, revisions, and correspondence; maintain records in the Town’s electronic permitting system.
• Check submissions 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; collect and organize comments for professional staff.
• Coordinate approved plans, decisions, endorsements, recordings, and filings; maintain required documentation.

C. Departmental Records, Information Systems, and Office Operations

• 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, and other office needs; assist with E-911 addressing coordination.

D. Limited Technical and Program Support

• 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.

JOB REQUIREMENTS:

Education and Experience

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in administration, planning, geography, communications, legal studies, or a related field preferred.
• Administrative, records management, public meeting, customer service, or permitting experience preferred; relevant coursework or internships may qualify.
• Municipal planning experience is not required; familiarity with local government or development applications is desirable.

Knowledge, Skills, and Abilities

• Strong organizational skills, accuracy, attention to detail, and the 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; 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; GIS familiarity is helpful but not required.
• Professional communication skills and ability to work with the public, applicants, staff, and officials; availability for occasional evening meetings.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

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 any essential-function accommodations are subject to HR review and the Town’s functional job description.

Equal Employment Opportunity Statement

The Town of Smithfield is an Equal Opportunity Employer. The Town is committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other protected characteristic under applicable federal, state, or local laws.

The Town of Smithfield encourages applicants from diverse backgrounds to apply. Reasonable accommodations will be provided to individuals with disabilities throughout the hiring process upon request.