Program Assistant

Oregon Metro•Metro Regional Center, OR

4d•Hybrid

About The Position

Metro is seeking a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential, and technical support to staff and associated programs/projects within the Regional Transportation Division. This role involves managing complex logistics for meetings, webinars, and events, including scheduling, material preparation, attendee coordination, and setup. The Program Assistant will also support public committee meetings by preparing agendas, minutes, and managing records, as well as assisting with legislation routing and public record requests. Additionally, the role includes preparing documents, reports, spreadsheets, and updating web pages, maintaining record-keeping systems, and coordinating administrative functions and communications with internal and external stakeholders. The position also serves as a purchasing coordinator and ensures compliance with relevant laws and policies.

Requirements

Three years of administrative and/or clerical work experience
High school diploma or G.E.D.
Ability to work well under pressure with routine interruptions, last minute requests and changes in priorities.
Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, Content Manager.
Effectively apply organizational skills, time management, problem solving and analytical skills to organize and prioritize work to ensure work is completed on time and with accuracy.
Strong communication skills (written, email and verbal); ability to effectively and professionally communicate with stakeholders.
Ability to be proactive, plan, foresee and resolve issues before they escalate; manage competing priorities.
Ability to occasionally attend early morning or late evening meetings.
Employees must reside in Oregon or Washington to work at Metro.

Nice To Haves

Experience providing administrative support to public meetings and knowledge of Robert’s Rules of Order
Advanced experience with Microsoft Office programs (Outlook, Word, Excel, PowerPoint)
Advanced experience with Adobe Professional
Advanced experience scheduling complex meetings and managing calendars

Responsibilities

Schedule and coordinate complex logistics for on and off-site and virtual meetings/webinars and event logistics, including researching and reserving locations, sending notices, preparing materials, coordinating attendees, and managing setup and cleanup.
Provide administrative support for public and formal committee meetings/workshops by tracking and preparing agendas, work programs, and meeting materials, scheduling and coordinating meetings, attending meetings, preparing and distributing minutes, arranging catering, managing technical needs, tracking committee rosters, processing stipends, and managing meeting records.
Assist with coordinating, editing, and routing legislation using electronic systems for approval.
Receive public record requests and coordinate with division staff and record analysts to fulfill them.
Coordinate administrative logistics for assigned project activities and assist with administrative tasks for program engagement efforts.
Prepare documents, reports, spreadsheets, charts, and tables based on staff guidance, and copy edit reports and documents.
Maintain record keeping systems, including formal decision records, and update program web pages as needed.
Schedule and coordinate logistics for in-person and virtual staff meetings and events, and may take notes at team meetings.
Assist in coordinating administrative functions, communications, and liaise with internal departments, divisions, and other agencies.
Screen, prioritize, filter, and respond to mail, email, phone calls, and visitors, routing them to the appropriate contact.
Monitor shared Outlook email in-boxes, forward public comments/inquiries, and directly respond to community member concerns/inquiries related to the assigned program area.
Establish and maintain databases, and update staff, project, and client contact lists.
Serve as purchasing coordinator for the division, maintaining and using a purchasing card, and uploading receipts and documentation monthly.
Assist other department support staff as needed.
Ensure activities comply with relevant laws, rules, regulations, Metro, and department policies and procedures.
Prepare letters for signatures, respond to phone calls, and send email correspondence to Metro departments, other agencies, and the public.
Conduct research and communications with outside agencies, businesses, and partners.
Coordinate and process staff registrations and travel.
Perform other duties as assigned.