Executive Officer (revised)
NOTICE OF POSTING
POSTING DATE: February 14, 2023
RESUMES AND COVER LETTERS REQUESTED BY: 04/05/23 via email to: e[email protected] POSITION WILL REMAIN OPEN UNTIL FILLED
Cambridge residents are especially encouraged to apply.
Executive Officer (revised)
Civil Service Position:
Non Civil Service position
Hours Per Week:
37.50 hrs./week (Mon. 8:30 a.m.-8:00 p.m., Tues.-Thurs. 8:30 a.m.-5:00 p.m., Friday 8:30 a.m. -12:00 noon)
SUPERVISION RECEIVED: Reports directly to the Chair of the License Commission, or designee.
OVERVIEW: The Executive Officer ("EO") has wide range of duties including ensuring that the business of the Board of License Commissioners ("Board") and the Pole and Conduit Commission ("P&C") are completed. The EO is the main administrative staff person for the Board and P&C and conducts or oversees all administrative matters for the Board and P&C members, and in particular for the Chair of the License Commission. The EO must respond to all inquiries sent to the Board, and those from the Board. Serves as a communication conduit with other departments, staff, businesses, applicants, licensees and outside persons or agencies. Supervises the License Commission's Department administrative staff and assists with their tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Core responsibilities of this position include, but are not limited to, the following:
- Interacts daily with the public and other City employees and departments.
- Assists any person with questions as to the License Commission's procedures including but not limited to application procedure for any matter related to the department's business or the Board or P&C processes.
- Communicates with hearing witnesses, licensees, license applicants and lawyers, along or with others present, for the purpose of transmitting such communications to the Board or P&C.
- Responsible for answering all calls, emails, correspondence, or verbal inquiries assigned by the Chair of License Commission and their designees.
- Processes new and renewal applications, keeps, creates, and maintains files, processes and tracks fees and fines, and processes background checks. Assists the staff with any task that is necessary and responds to their inquiries.
- Enters data, retrieves data, creates/run reports from data in various databases.
- Accounts and maintains accurate records of all applications, permits, fines and payments.
- Acts as Keeper of Records, maintains all records of the Department, Board and P&C, and responds in coordination with and under the direction of the City's Public Records Access Officer to all public information requests including but not limited to collecting all data and documents necessary for the response.
- Attends, conducts, and assists at public hearings/meetings, drafts reports, decisions, opinions, minutes, agendas, notices, correspondence, and related assignments provided by the Chair or its designees.
- Supervises or sets up of hearings, publication of notice in local papers and notice to abutters. Conducts research and advises or provides input to the Board and P&C on the issuance or denial of applications, including but not limited to whether applications are in compliance with procedures, policies, rules, and regulations.
- Assists in the drafting or preparation of affidavits and court pleadings and appears as key witness on behalf of and representative of the Board and P&C in court, Alcoholic Beverages Control Commission or any other public or administrative body in conjunction and cooperation with the City Solicitor's Office.
- Gathers information and provides input to the Chair on personnel matters.
- Reviews staff's work, trains and/or recommends staff for training, and issues discipline when necessary and at the direction of the Chair, or in its stead when the Chair has designated as such.
- Coordinates with police, fire and other departments, the courts and other agencies related to the enforcement of licensing laws.
- Prepares instructional material for community groups, licensees, and the public generally.
- Performs related duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Legal background/education, or legal work experience of at least 2 years required.
- Must have extensive knowledge of general office procedures and supervisory experience (at least 3 years).
- Excellent interpersonal skills, able to mediate and diffuse situations, and to effectively and professionally communicate orally and in writing.
- Ability to work individually or collaboratively with limited direct supervision and in an effective, timely and professional manner.
- Must be highly motivated, reliable, and possess a positive, enthusiastic, professional attitude and outlook.
- Must be able to be trained to use equipment necessary, including but not limited to data collection software, to perform duties.
- Ability to do research and comprehend various codes, laws, rules, and regulations.
- Quick learner, excellent organizational skills, diligent follow-up, record-keeping, and attention to detail.
- Must be able to use and be comfortable with using word processors, tablets, and other electronic devices.
- Must have knowledge of Microsoft Office, Windows.
- Must be computer literate as all work is done online including use of web based permitting systems.
- The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
- JD degree preferred.
- Municipal licensing experience highly preferred.
PHYSICAL DEMANDS:Ability to access, input, and retrieve information from a computer using various computer programs and databases. Answer telephones and maintain multiple files. May require minimal lifting of up to 15 pounds.
WORK ENVIRONMENT: Standard office environment with fluorescent lighting, carpeted floors, and air-conditioning. The noise level inside the office is moderately loud, which can elevate with phone calls and walk-in members of the public. Busy office work environment characterized by multiple work demands. This position may be eligible for hybrid work under the City's new Telework Policy, depending on operational needs.
SUMMARY OF BENEFITS:
- Competitive health, dental, and vision insurance
- Vacation and Sick leave eligible
- Sick Incentive Pay Eligible
- 3 Personal days
- 14 Paid Holidays
- Management Allowance, $2,700/year
- City employee transportation benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle)
RATE: $80,000 – $94,910 annually + excellent benefits
Internal applicants submit a job bidding form and 2 copies of both your resume and cover letter; external applicants submit your resume and cover letter via email to: [email protected] or to the Personnel Dept, Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA 02139. Fax 617-349-4312. Resume and cover letter requested by 04/05/23. Position will remain open until filled.
THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, SEX, RELIGION, AGE, NATIONAL ORIGIN, DISABILITY OR ANY OTHER PROTECTED CATEGORY. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. CITY OF CAMBRIDGE RESIDENTS ARE ESPECIALLY ENCOURAGED TO APPLY. AUXILIARY AIDS AND SERVICES, WRITTEN MATERIALS IN ALTERNATIVE FORMATS, AND REASONABLE MODIFICATIONS IN POLICIES AND PROCEDURES WILL BE PROVIDED TO QUALIFIED INDIVIDUALS WITH DISABILITIES FREE OF CHARGE, UPON REQUEST. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion.