Executive Officer

About the Role

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. The role provides particular support to the Chair of the License Commission, supervises the License Commission Department’s administrative staff, and assists with their tasks. The EO responds to inquiries, serves as the communication conduit among the Board, other departments, staff, businesses, applicants, licensees, and external parties, and oversees daily public and interdepartmental communications, including processing applications, fees, fines, and background checks.

Responsibilities

• Interact daily with the public and City employees to coordinate hearings, ensure compliance, and support Commission business; answer and route all calls, emails, correspondence, and verbal inquiries; assist individuals with questions about procedures, applications, and processes.
• Process new and renewal applications; create and maintain files; track fees and fines; process background checks; and maintain accurate records of all applications, permits, fines, and payments, including database management and report generation.
• Serve as Keeper of Records, maintain all records of the Department, Board, and P&C, and respond to public information requests in coordination with the City’s Public Records Access Officer.
• Attend, conduct, and assist at public hearings and meetings; draft reports, decisions, opinions, minutes, agendas, notices, correspondence, and related documents as directed by the Chair.
• Oversee or arrange hearings, publication of notices in local newspapers, and notice to abutters.
• Conduct research and advise the Board and P&C on the issuance or denial of applications, including compliance assessments with procedures, policies, rules, and regulations.
• Assist with preparing affidavits and court pleadings and appear as a key witness on behalf of the Board and P&C in court or before other public or administrative bodies, in coordination with the City Solicitor’s Office.
• Gather information and provide input to the Chair on personnel matters; supervise administrative staff by providing guidance, workload prioritization, training, performance feedback, and discipline as necessary.
• Coordinate with police, fire, other departments, the courts, and agencies to enforce licensing laws; work with the City’s Consumers’ Council to support hearings, licensing compliance, and public inquiries.
• Prepare instructional materials for community groups, licensees, and the general public.
• Coordinate administrative and operational support for the Consumers' Council division to ensure effective delivery of consumer protection services.
• Perform other duties as required.

Requirements

• Bachelor’s degree required; J.D. preferred.
• Legal education or background, or a minimum of two (2) years of legal work experience, is required.
• Extensive knowledge of general office procedures.
• Three (3) years of supervisory experience and relevant administrative experience.
• Municipal licensing experience is highly preferred.
• An equivalent combination of education, training, and experience may be considered.

Skills

• Skill in mediating and defusing situations and communicating effectively and professionally, both orally and in writing.
• Ability to work independently or collaboratively with limited supervision in an effective, timely, and professional manner.
• High motivation and reliability with a positive, enthusiastic, professional attitude.
• Ability to be trained in the use of required equipment and software, including data collection tools.
• Ability to conduct research and interpret various codes, laws, rules, and regulations.
• Excellent organizational skills, diligent follow-up, accurate record-keeping, and attention to detail.
• Skill in using word processors, tablets, and other electronic devices.
• Knowledge of Microsoft Office and Windows; computer literacy for web-based permitting systems.
• Commitment to anti-racism, diversity, equity, and inclusion.
• Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.

Supervision

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 while operating with considerable independence. Provides direct supervision to administrative staff of the Licensing division and Consumers’ Council division, including assigning work, setting priorities, providing training, and evaluating performance.

Work Environment

Work is performed in a busy office environment with multiple demands; noise levels are moderately loud and increase with phone calls and walk-in members of the public. The role requires the ability to access, input, and retrieve information using computers, software applications, and databases; manage and retrieve paper and electronic records; and operate standard office equipment. Occasional lifting and carrying of files, materials, and records (up to 15 pounds) may be required.