POSITION SUMMARY:
The Executive Officer is the primary administrative staff member for Cambridge’s Board of License Commissioners and the Pole and Conduit Commission (P&C), overseeing all administrative matters to ensure the business of both bodies is carried out and providing particular support to the Chair of the License Commission. The EO supervises the License Commission Department’s administrative staff and assists with their tasks, responds to all inquiries, serves as the communication conduit among the Board, other departments, staff, businesses, applicants, licensees, and external parties and agencies, and oversees daily public and interdepartmental communications and the processing of applications, fees, fines, and background checks.
ESSENTIAL JOB FUNCTIONS AND DUTIES:
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
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Interact daily with the public and City employees and departments to coordinate hearings, ensure compliance, and support Commission business; answer and appropriately route all calls, emails, correspondence, and verbal inquiries assigned by the Chair or designees, ensuring timely and accurate responses; assist individuals with questions about the License Commission’s procedures, including application procedures for matters related to the Department’s business or Board or P&C processes; and communicate with hearing witnesses, licensees, applicants, and attorneys to transmit information to the Board or P&C.
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Process new and renewal applications; create and maintain files; process and track fees and fines; process background checks; and account for and maintain accurate records of all applications, permits, fines, and payments, including entering and retrieving data and generating reports from various databases.
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Serve as Keeper of Records, maintain all records of the Department, Board, and P&C, and, in coordination with and under the direction of the City’s Public Records Access Officer, respond to all public information requests, including collecting all data and documents necessary for the response.
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Attend, conduct, and assist at public hearings and meetings, and draft reports, decisions, opinions, minutes, agendas, notices, correspondence, and related assignments as provided by the Chair or their designees.
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Oversee or arrange hearings, publication of notices in local newspapers, and notice to abutters.
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Conduct research and advise or provide input to the Board and P&C on the issuance or denial of applications, including assessments of whether applications comply with procedures, policies, rules, and regulations.
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Assist with preparing affidavits and court pleadings and appears as a key witness on behalf of the Board and P&C, as their representative, in court, before any other public or administrative body, in coordination with the City Solicitor’s Office.
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Gather information and provide input to the Chair on personnel matters; review staff work; directly supervise administrative staff by providing day-to-day guidance, workload prioritization, training, performance feedback, and assistance; and issue discipline when necessary, at the direction of the Chair or as designated.
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Coordinate with police, fire, other departments, the courts, and other agencies to enforce licensing laws, and regularly work with the City’s Consumers’ Council to coordinate activities and share information supporting hearings, licensing compliance, and public inquiries.
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Prepare instructional materials for community groups, licensees, and the general public.
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Coordinate administrative and operational support for the Consumers' Council division, working with Consumers' Council staff and the Chair/Director to ensure effective delivery of consumer protection services.
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Perform other duties as required.
Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.
MINIMUM REQUIREMENTS:
Education/Experience
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Bachelor's degree required; J.D. preferred.
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Legal education or background, or a minimum of two (2) years of legal work experience, is required.
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Requires extensive knowledge of general office procedures; Three (3) years of supervisory experience and relevant administrative experience.
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Municipal licensing experience is highly preferred.
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An equivalent combination of education, training, and experience may be considered.
Knowledge, Skills, and Abilities:
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Skill in mediating and defusing situations and communicating effectively and professionally, both orally and in writing.
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Ability to work independently or collaboratively with limited supervision in an effective, timely, and professional manner.
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High motivation and reliability with a positive, enthusiastic, professional attitude and outlook.
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Ability to be trained in the use of required equipment and software, including data collection software, to perform duties.
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Ability to conduct research and interpret various codes, laws, rules, and regulations.
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Ability to learn quickly, with excellent organizational skills, diligent follow-up, accurate record-keeping, and attention to detail.
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Skill in using, and comfort with, word processors, tablets, and other electronic devices.
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Knowledge of Microsoft Office and Windows.
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Computer literacy, as all work is performed online, including the use of web-based permitting systems.
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Commitment to anti-racism, diversity, equity, and inclusion.
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Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.
SUPERVISION RECEIVED:
Works under the general supervision of the Chair/Director of Licensing and Consumers' Council or designee, receiving policy direction and priorities from the License Commission and operates with considerable independence in planning and carrying out assignments.
SUPERVISION EXERCISED:
Provides direct supervision to staff members, including administrative staff of the Licensing division and staff of the Consumers’ Council division; indirectly oversees additional staff in coordination with the Chair/Director. Assigns and reviews work, sets priorities, provides training and guidance, and evaluates performance.
WORK ENVIRONMENT:
Work is performed in a busy office environment with multiple work demands; noise levels are moderately loud and increase with phone calls and walk-in members of the public.
PHYSICAL DEMANDS:
Work requires the ability to access, input, and retrieve information using a computer, software applications, and databases; manage and retrieve paper and electronic records; operate standard office equipment; and perform other office functions. This position requires occasional lifting and carrying of files, materials, and records. May require lifting up to 15 pounds.
REQUIRED DOCUMENTS:
Please upload the following documents to complete your application:
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.
