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Planning Board Secretary

Planning Board Secretary

Town of Livingston, New York

Department: Planning & Zoning / Planning Board
Reports To: Planning Board Chair; coordination with Code Enforcement Officer (CEO)
Appointment: Town Board
Employment Type: Part-Time (typically evenings + limited daytime hours)

Position Summary

The Planning Board Secretary provides administrative, clerical, and procedural support to the Planning Board. This position is responsible for managing meeting logistics, agendas, minutes, application tracking, public notices, records retention, and coordination with applicants, board members, and municipal staff. The Secretary plays a critical role in ensuring Planning Board operations comply with New York State law, local regulations, and adopted procedures.

This position does not make policy decisions or perform technical plan review. The Planning Board Secretary serves in an administrative and support role to facilitate efficient, transparent, and lawful Planning Board operations.

Essential Duties & Responsibilities

Planning Board Administration

  • Prepare and distribute Planning Board meeting agendas in coordination with the Planning Board Chair and Code Enforcement Officer

  • Attend all Planning Board meetings and accurately record minutes, motions, resolutions, and votes

  • Draft, finalize, and distribute approved meeting minutes in accordance with Open Meetings Law

  • Maintain official Planning Board records, files, and archives

Application & Case Management

  • Log, track, and organize Planning Board applications (site plans, subdivisions, special permits, etc.)

  • Maintain application status logs, escrow tracking (if applicable), and deadlines

  • Coordinate with the Code Enforcement Officer to ensure complete submissions

  • Track public hearing schedules, SEQRA actions, and decision timelines

Public Notices & Legal Compliance

  • Prepare and post public meeting and hearing notices in compliance with NYS Open Meetings Law and Town procedures

  • Coordinate publication of legal notices in the official newspaper

  • Maintain affidavit of publication and posting records

  • Assist with SEQRA documentation tracking (EAFs, determinations, notices of intent)

Communication & Coordination

  • Serve as the primary administrative contact for applicants, engineers, attorneys, and the public

  • Distribute plans, reports, correspondence to Planning Board members

  • Coordinate referrals (e.g., County Planning, Highway Superintendent, other agencies) as directed

  • Respond to routine inquiries and route technical questions to appropriate staff

Records & Documentation

  • Maintain digital and physical Planning Board files in accordance with records retention schedules

  • Assist in compiling annual reports or summaries as requested

Required Knowledge, Skills & Abilities

  • Strong organizational and time-management skills

  • Excellent written and verbal communication skills

  • Ability to accurately record meeting proceedings and prepare clear minutes

  • Proficiency with computer systems and office technology, including Microsoft Word, email, file management, and basic digital record keeping

  • Ability to learn and use municipal software systems, online application portals, and digital meeting platforms as required

  • Ability to work independently with minimal supervision, prioritize tasks, and manage multiple deadlines

Preferred Qualifications

  • Prior experience with a municipal board, Planning Board, Zoning Board of Appeals, or similar public body

  • Familiarity with land use applications, site plans, or subdivision review

  • Experience with agenda and minute preparation

  • Experience working with the public in a professional administrative role

Work Schedule & Conditions

  • Attendance at evening Planning Board meetings is required

  • Additional hours may be required during application intake, public hearings, or peak review periods

  • Some daytime hours may be required for coordination, notices, and filing

Compensation

  • Hourly rate as established by the Town Board

Supervision

  • Does not supervise other employees