Permian Basin MPO - Office Manager

Permian Basin MPO - Office Manager

Summary: The Office Manager will support the Executive Director and other staff in planning and programming activities for the Permian Basin MPO's programs and transportation projects. This includes preparing the Metropolitan Transportation Plan (MTP), the Transportation Improvement Program, the Unified Planning Work Program, and periodic reports to state and federal agencies. Duties may vary based on organizational goals, timelines, or priorities set by the Executive Director or Policy Board. The role involves interacting with governmental officials, community stakeholders, and business leaders. Employees in this position are expected to work independently, follow standard practices with initiative and organization, and do not require frequent supervision on specific details.

As the federally-mandated and state-designated cooperative decision-making body for transportation planning in the Midland - Odessa metropolitan area, the MPO's Office Manager is charged with various duties related to program administrative management. The MPO has an opening for an Office Manager to assist in an office team environment as the organization develops and implements the transportation needs of the Midland-Odessa region.

This position involves professional management of an office environment with four employees. The role requires the applicant to work independently, take on significant responsibility, and provide crucial support and assistance to the Executive Director. Work includes assisting with preparing long-range plans, public participation and community outreach programs, sub-area studies, and working with the MPO's stakeholders. Candidates should have strong analytical, organizational, and oral and written communication skills. They must also demonstrate strong self-motivation and the ability to work independently within a multi-disciplinary team environment.

Essential Functions: Essential duties and responsibilities may include, but are not limited to, the following:

• Reports to and takes direction from the Executive Director
• Works closely with local governmental officials and Technical Representatives of member entities of the Permian Basin MPO's Steering and Policy Advisory Committees.
• Works closely with business and community leaders and state and federal officials.
• Works in cooperation with other agency positions within the same peer group.
• Responds to inquiries by email or phone, providing general information or referring callers to the appropriate individual and resources as needed.
• Assists in the preparation of agendas, memorandums, and official correspondence of the MPO; prepares announcements of public notices for public meetings and policy board meetings.
• Takes Policy Board and Technical Advisory Committee meeting minutes.
• Assists in preparing the Unified Planning Work Program (UPWP), the Permian Basin MPO transportation planning budget.
• Manages multiple funding contract expenditure reports and billings to TxDOT and the City of Odessa. Assists in evaluating revisions to the UPWP and other documents and preparing amendments for consideration.
• Coordinates with the City of Odessa, TxDOT, and auditors to ensure appropriate accounting measures, policies, and procedures are in place and that there are conformances regarding the administration of the UPWP.
• Prepares payment authorization process and procedures of UPWP and monthly financial report preparation.
• Assists new employees with the City of Odessa policy and procedures and handles staff time sheets to the City of Odessa Payroll department.
• Assists with contract review and approval, procurement of services, and reporting.
• Monitors and ensures information regarding Permian Basin MPO programs (UPWP, MTP, TIP, and STIP) is accurate and maintained on the website and distributed externally and internally. Also ensures that all minutes, newsletters, and public announcements are uploaded to the website in a timely manner.
• Ensures all equipment is operating properly, updates phone system with time/employee changes, coordinates building maintenance, and maintains office supplies.
• Supports planning staff in carrying out the short - long-range plans and projects in the MPO Metropolitan Area Boundary.
• Works with consultants, vendors and other external entities.
• Performs other job-related duties as assigned by the Executive Director.
• Takes initiative to perform other duties to maintain MPO operations. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.
• Attends work regularly in accordance with the City of Odessa and MPO leave policies.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training, and Experience Guidelines: A high school diploma is required, along with (5) years of experience in administrative support, general office, clerical, or secretarial roles. Alternatively, an Associate's in Business Administration or Business Management with at least 3 years of relevant experience is preferred.

Knowledge, Skills, and Abilities:

Working knowledge of

• Knowledge of current transportation planning principles, practices, and procedures for an MPO is preferred.
• Advertising public notices
• Applicable computer software applications and hardware
• Knowledge of office protocol and procedures
• Budgeting methods and procedures

Proficient skill in

• Scheduling work assignments
• Planning methods, techniques and strategies
• Research capability
• Public relations for maintaining effective working relationships with individuals and groups
• The use of basic mathematical fundamentals
• Analyzing and organizing work related documents
• Prioritizing and organizing work assignments
• Preparing technical/statistical reports with visualization techniques

Ability to

• Develop and give presentations to small and large groups
• Cultivate and establish close working relationships with transportation partners and stakeholders
• Effectively organize one's time
• Handle and prioritize multiple tasks
• Set, attain and meet deadlines
• Work in an office where re-prioritization or changing events drive the day-to-day activities.
• Support multiple staff members, committees and the public.
• Operate a personal computer using various computer software programs including Adobe Suite, Microsoft Office, Microsoft Outlook, Word, Excel and Internet Explorer
• Take initiative to problem solve by researching, suggesting implementations to Executive Director.
• To work under short timelines with limited supervision.
• Ability to use basic office equipment.
• Ability to interpret and effectively communicate written and verbal information including rules, regulations, policies and procedures to MPO staff, and providing critical analysis in a tactful manner.
• Ability to train others.
• Ability to promote a unified work environment.
• Ability to travel (10% local and out of town)

License and certification requirements: A valid driver's license is required.

Physical demands and working environments: The employee is required to perform sedentary work as well as work involving some physical effort. The employee must be physically able to perform those duties requiring the ability to walk, climb, stoop, and lift, must demonstrate adequate vision and dexterity, and must speak and hear to the degree necessary to communicate with others and to conduct training. This position will perform duties both in a standard office environment as well as in a variety of field locations and must be able to transition between sites frequently during the workday. Although the duties are generally performed on weekdays during business hours, occasional variations such as holiday, night, and weekend work may be required.