Secretary to the Planning Board, Zoning Board of Appeals, and Architectural Review Board

Position Summary: The Village of Larchmont is seeking a highly organized, proactive, and customer-focused administrative professional to support the Village’s land use boards as well as general office operations. This position plays a vital role in facilitating the work of planning and regulatory boards, coordinating public meetings, managing records and files, and ensuring exceptional administrative support across the department.

This position requires independent judgment, discretion, and the ability to manage multiple priorities in a fast-paced municipal environment. This is an office-based position with frequent public interaction. Occasional evening or after-hours work may be required to support meetings or achieve deadlines.

Essential Duties and Responsibilities:

Land Use Board Support

· Prepare, distribute, and post agendas, materials, and reports for the Planning Board, Zoning Board of Appeals, Architectural Review Board, and Harbor & Coastal Zone Management Commission meetings.

· Schedule and coordinate board meetings, including reserving meeting spaces and arranging necessary logistics.

· Attend all land use board meetings, take detailed notes, and prepare accurate meeting minutes for distribution and public record posting.

· Serve as a key point of contact for board members, applicants, consultants, attorneys, and inter-departmental staff.

· Prepare and send legal notices to newspapers, confirm publication, and ensure compliance with all statutory requirements.

· Manage and maintain comprehensive records of land use applications, approvals, decisions, and correspondence in both physical and digital formats.

· Assist applicants and the public with understanding land use procedures, submission requirements, application completeness, and regulatory processes.

· Coordinate follow-up actions after meetings, including issuing written board orders to applicants and updating relevant files.

· Respond to Freedom of Information Law (FOIL) requests and research historical records as required.

Office Coordination and Administrative Support

· Provide a welcoming and professional first point of contact for office visitors and telephone inquiries, offering information or routing questions to appropriate staff.

· Draft, type, proofread, and prepare a variety of communications, letters, reports, memos, and notices for internal and external audiences.

· Maintain organized, up-to-date filing systems (both electronic and physical) for departmental records, applications, correspondence, and reference materials.

· Schedule appointments, coordinate calendar events, and manage meeting room reservations for staff and board members.

· Support general office operations including managing office supplies, ordering materials, maintaining inventory, and ensuring equipment is functioning efficiently.

· Assist with onboarding and coordination of administrative procedures, as well as training or orienting new employees in office systems (as needed).

· Prepare and upload minutes, agendas, and other documents to the department or Village website.

Preferred Knowledge, Skills, and Abilities:

· Strong understanding of land use terminology and municipal planning processes is preferred.

· Exceptional organizational, time management, and multi-tasking abilities.

· Excellent written and verbal communication skills.

· Discretion and confidentiality when handling sensitive information.

· Proficiency with Microsoft Office (Word, Excel, Outlook) and database software.

· Ability to work independently, exercise judgment, and prioritize tasks effectively.

Minimum Acceptable Training and Experience:

· Graduation from high school or possession of a high school equivalency diploma; plus,

· Any of the following:

1. Three years of experience in community planning work including or supplemented by one year of clerical work which included the use of computers to produce correspondence and maintain files; or,

2. Two years of clerical work which included the use of computers to produce correspondence and maintain files; or,

3. Any equivalent combination of training and experience sufficient to indicate ability to do the work.

Salary & Benefits: The salary range for this position is $65,000 to $80,000, commensurate with experience and qualifications. Compensation for evening meetings may be considered as part of salary discussions.

To Apply: Interested candidates should submit a cover letter and resume to Brittanie O’Neill, Assistant Village Administrator. Submission required via email at [email protected].

Deadline: Open until filled. First review of applications will be Tuesday, February 24, 2026.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you available to attend at least three evening meetings per month, typically starting at 7:00 PM and lasting between 1 and 4 hours?
• Do you have work experience, or education/background, related to construction or planning/land use?

Experience:

• Office management: 1 year (Preferred)
• Word processing: 2 years (Required)
• Planning/Land Use, Building Department, or general Municipal: 1 year (Preferred)

Language:

• English (Required)

Ability to Commute:

• Larchmont, NY 10538 (Required)

Work Location: In person