The Town of Topsham is seeking a candidate to join the Planning & Codes team. This is a newly created position within our combined department and will be responsible for facilitating project coordination throughout the municipal permitting & review process. This is a full-time position responsible for office administration, record-keeping, initial permit review, fielding general inquiries, serving as first point of contact for the Planning and Codes office, scheduling meetings, and answering questions related to the Town Ordinances. Opportunities for further training will be provided and are encouraged. Work is performed under the general supervision of the Planning and Codes Director; duties related to Code Enforcement are under the direction of the Code Enforcement Officer.

The ideal candidate will demonstrate exceptional interpersonal skills and a commitment to developing strong, positive working relationships. A candidate who exhibits patience, transparency, and commitment to teamwork will be valued, as well as one who is able to work both collaboratively and with a willingness to facilitate positive interactions. This position will include daily interactions with the public and will be expected to provide the highest level of care when addressing public inquiries. Candidates for this position will be expected to actively increase their knowledge of planning, development, zoning, building knowledge, and other criteria related to the successful operation of the Planning & Codes Department.

MINIMUM QUALIFICATIONS:

• Associate’s degree in administration, business, planning, or a related field.
• Three years’ experience related to office administration, clerical work, inspection, enforcement of codes, building inspection, land use, public administration or a related field.
• Alternatively, any equivalent combination of education and experience that allows for the effective performance of the position’s duties.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in administration, business, planning, or a related field.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The duties listed below are intended only as illustrations of the various types 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.  This job description is subject to change by the Town of Topsham as the needs of the Town and requirements of the job change.

• Serving as the initial point of contact for the Planning & Codes Department.
• Organizing and maintaining the department’s physical and digital file repositories.
• Responsible for creating, disseminating, and recording all public notices for Planning & Codes Boards and Committees and other departmental projects.
• Manages updates and general design of departmental webpages and other online resources which includes scheduling webinars, linking videos, and uploading recordings to YouTube.
• Accepts and reviews plans/applications for initial completeness. This may include building permits, plumbing permits, electrical permits, blasting permits, zoning permits, and others.
• May occasionally attend meetings with owners, tenants, contractors, developers, architects, attorneys, business owners, etc. to discuss code requirements and processes as needed.
• Maintains a variety of logs and records related to inspection and enforcement activities; may recommend amendments and additions to codes or regulations which relate to the position and department.
• Tabulates fees for permits, prepares invoices for payment, maintains records or all financial transactions moving through the department. This includes application fees, escrow received for development review, and consultant payments.
• Creates and posts agendas, files and posts minutes, and creates annual schedules for Planning Board, Historic District Commission, Zoning Board of Appeals and other Ad Hoc committees as necessary in coordination with departmental staff.
• Maintains annual record keeping and reports relevant information to the state and other agencies as needed, as well as creating and maintaining various statistical summaries for department staff.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

• Must possess a valid motor vehicle operator’s license.
• Ability to communicate ideas and concepts effectively, both orally and in writing
• Ability to request and clearly compile data from varied sources, including other municipalities, as needed for departmental reference.
• Ability to exercise initiative and good judgement to set priorities and complete efforts independently and as a member of a team;
• Ability to work with the public both courteously and resolutely, and to establish and maintain effective working relationships with other employees and departments.
• Ability to operate modern office equipment including computers, copiers, and plotting printers, along with an ongoing willingness to learn, engage, and lead with new technologies.
• Technical proficiency in, or willingness to learn, necessary software applications including Microsoft Office Suite, Bluebeam, Zoom, Catalis, MUNIS or other online finance tracking software, online permitting and tracking software, and other software implemented by the department.

SUPERVISORY/MANAGEMENT RESPONSIBILITIES MAY INCLUDE:

• None

WORKING CONDITIONS/PHYSICAL DEMANDS:

The working conditions/physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For further information please review the full job description at https://www.topshammaine.com/employment

APPLY

This position is an hourly, full-time position (37.5 hours per week). The Town of Topsham offers an excellent comprehensive benefits package which includes health, dental, short-term disability, retirement plan choices, educational reimbursement, paid vacations, sick time, and paid holidays. Starting pay is $26.49 per hour.

To apply, please submit a resume, cover letter with three references and a completed Topsham Employment Application, which is available at the Town Manager’s Office (207-725-5821) or online at: www.topshammaine.com/employment.  All materials should be submitted to Town Managers Office, Attn:  Rose Woodd, 100 Main Street, Topsham, ME 04086 or rwoodd@topshammaine.com no later than Friday, July 24, 2026 by 2:00pm.                              

The Town of Topsham is an equal opportunity employer