Metro Plan Office - Office Assistant III - PT - MPO

General Description

Under general supervision, to perform a variety of responsible clerical, administrative, and bookkeeping duties in support of assigned department including: type instructional and financial reports, forms, and letters; process documents associated with City and regulatory agencies compliance; issue check requests; maintain office administrative records including accounts payable and receivable; process technical documents; perform all tasks as directed; and provide exceptional customer service to the public.

Under general supervision, to perform a variety of responsible clerical, administrative, and bookkeeping duties in support of assigned department including: type instructional and financial reports, forms, and letters; process documents associated with City and regulatory agencies compliance; issue check requests; maintain office administrative records including accounts payable and receivable; process technical documents; perform all tasks as directed; and provide exceptional customer service to the public.

This position exercises no supervision.

• Coordinates and prepares for meetings including the preparation of agenda packets from MS word into pdf format, posting public meetings, and the creation and maintenance of associated records including meeting minutes.
• Oversees the creation of internal and external communication material for internal and public distribution. Includes creation, coordination, editing, publishing, and distribution of newsletters and other public outreach materials and social media outlets.
• Performs research and compiles data/reports for planning purposes and to ensure compliance with applicable local, state and federal laws, regulations, and ordinances.
• Prepares exhibits, statistical data, and supports information for conferences and meetings.
• Manages department files and records; compiles information from records to prepare reports. Maintains records retention schedule accordingly. Maintains equipment inventory list.
• Prepares check request, purchase orders, and vouchers to pay department expenses. Maintains office supplies.
• Assists and coordinates the maintenance of the website contents.
• Greets visitors by phone and in person and ascertains the nature of their business, provides assistance and/or referral, explains policies and procedures.
• Schedules appointments and maintains the division staff's calendar, assists with the scheduling and arranging of meetings including travel details, facilities, lodging, and a variety of other related details.
• Operate all types of office machines including phone, fax machine, copier, and computer terminals.

Operate a City in the course of business and/or other mobile equipment on behalf the City or is otherwise designated by the City.

Perform other job related duties and responsibilities as assigned.

• Fluent English, spelling, punctuation, and basic arithmetic.
• Office equipment and software, including Word, Excel, and Google Suite, filing systems and procedures.
• Office practices and procedures including proper public contact and telephone etiquette.

• Operate office equipment including computer equipment and type at a speed necessary for successful job performance.
• Be organized and customer service-oriented.
• Produce publications, newsletters, and social media content.

• Organize work effectively and use time management skills.
• Communicate effectively both orally and in writing with emphasis on writing skills, including proofreading, editing, and reading/writing for technical content.
• Maintain records and files.
• Prepare reports.
• Interpret local, state, and federal laws and legislation as needed…