Planning & Code Enforcement Office Specialist

We are hiring an Office Specialist in the Planning & Code Enforcement Department. This is a highly responsible and technical position that provides comprehensive office support to the Planning, Code Enforcement, and Assessing Departments. This position serves as the primary point of contact for residents, contractors, property owners, and outside agencies and is responsible for coordinating permit applications, board and committee administration, records management, customer service, and a variety of financial and administrative functions. The Office Specialist manages both electronic and paper records, processes planning and building permit applications, coordinates evening meetings of the Planning Board and Zoning Board of Appeals and ensures compliance with legal notice and public hearing requirements.

The City of Westbrook is committed to fostering a professional, respectful, and welcoming workplace. We encourage all qualified individuals to apply and ensure that hiring decisions are based on experience, skills, and the needs of the role. We also welcome applications from women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans. Our goal is to create an environment where every employee can contribute meaningfully and feel supported in their role.

Key Responsibilities:

• Serves as the first point of contact for residents, contractors, developers, taxpayers, and other members of the public who seek information or assistance regarding planning, code enforcement, and assessing matters.
• Responds to inquiries by interpreting City ordinances and policies and providing clear and accurate information.
• Processes planning, zoning, and building permit applications and manages citizen complaints via the MyGov Permitting System.
• Maintains and organizes both paper and electronic files related to property building permits ensuring that all records are accurate, up to date, and in full compliance with planning, zoning, and permit tracking.
• Coordinates all administrative aspects of meetings for the Zoning Board of Appeals, including preparing agendas, assembling meeting packets, drafting correspondence, and arranging required legal notices.
• Attends Zoning Board and Planning Board meetings in-person to record the official written minutes and prepare necessary follow-up correspondence. Ensure that all minutes and updates are recorded and filed as permanent documentation.
• Collects various fees for services, issues receipts, prepares financial deposits, and maintains accurate financial records in accordance with established City procedures and internal controls.
• Performs other related duties and projects as assigned.

Education and Qualifications:

• High School diploma or equivalent, with advanced training or course work in administrative and business practices.
• A minimum of 3-5 years of progressively responsible administrative and/or municipal office experience required.
• College coursework in business, public administration, or a related field is desirable.
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the primary duties and responsibilities may be considered.

For further details, the full job description is available on our website.

Compensation and Benefits:

• Competitive salary range of $26.21- $38.49/hour, based on experience.
• This position is covered by the General Unit collective bargaining agreement. The next agreement is under negotiation for a July 1, 2026 effective date.
• A comprehensive benefits package includes medical (PPO plan at 12% premium cost, plus HRA reimbursement), dental, vision, life insurance (one times base salary), short and long-term disability, and employee assistance program.
• Generous paid leave including vacation, sick, and 13 holidays per year.
• Tuition reimbursement for job-related courses.
• Retirement program of the Maine Public Employees Retirement Plan (Maine PERS) or defined 457 with matching up to 6%.

Application Process:

Whether you have found us through our jobs page, Indeed, the Maine Municipal Association (MMA), Facebook, or other platforms, you can apply online, via email, or in-person. Be sure to include all necessary information, including the position applied for, salary requirement, experience, education, qualifications, and certifications.

• Online application
• Interested applicants should send their resume and letter of interest to the Human Resources Department at HR@westbrook.me.us.
• In-Person Applications at 2 York Street, Westbrook, ME
• Applicants who are not currently based in Maine should include a brief statement addressing their plans and readiness to relocate, including timing and reason for interest in the region.

Applicants selected as finalists for this position will be subject to a comprehensive reference and background check including credit check (positions handling finances).

The City of Westbrook is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity, and/or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.

About the City of Westbrook:

The City of Westbrook was a traditional mill city that has grown and diversified significantly over the last two decades to become a residential hub and business center for the region. Westbrook has a population of over 20,000 and covers 17.36 square miles. Westbrook is centrally located to both urban and rural amenities. Currently, the City employs approximately 195 full-time and 80 variable hour employees covered by five different Collective Bargaining Agreements. The departments contained within the City are the Mayor’s Office, Economic Development, City Clerk, Finance, Human Resources, Planning, Code Enforcement, & Assessing, Public Services, Community Services, General Assistance, Library, Police, Fire & Rescue, and Dispatch.

The Planning Department supports the Planning Board with reviewing and approving new development or redevelopment projects. This includes residential, commercial, and mixed-use developments. The Planning Department also conducts studies and planning initiatives related to transportation, conservation, affordable housing, and infrastructure. The Code Enforcement Department is responsible for enforcing land use regulations, building codes, plumbing and electrical permits, and inspections. It ensures compliance with the City’s ordinances, codes, and zoning regulations, helping maintain public safety and quality of life in Westbrook. Both departments collaborate on a wide range of community improvement projects. The department is staffed by six full-time employees.

Pay: $26.21 - $38.49 per hour

Benefits:

• 401(k)
• 401(k) matching
• 457(b)
• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance
• Wellness program

Work Location: In person