Administrative Assistant

• Manage the Department Director’s calendar, meetings, travel, correspondence, and follow-up activities.
• Prepare and coordinate agendas, reports, presentations, correspondence, meeting materials, and other departmental documents.
• Track assignments, action items, deadlines, and decisions.
• Coordinate department meetings, workshops, training, staff events, and other activities.
• Maintain departmental calendars, records, contact lists, shared files, templates, and procedures.
• Respond to routine inquiries and route requests to appropriate staff.
• Handle confidential information professionally and support special projects and administrative process improvements.

Purchasing and Financial Administration

• Coordinate departmental purchases, registrations, memberships, supplies, equipment, and services.
• Process purchase requests, invoices, expense documentation, reimbursements, travel authorizations, and related records.
• Coordinate with Finance, Procurement, vendors, and staff to resolve purchasing and payment issues.
• Maintain purchasing and expenditure records and assist with basic budget tracking and reconciliation.
• Help ensure transactions comply with budgets, procurement procedures, documentation requirements, and internal controls.

Employee Onboarding and Staff Support

• Coordinate department-level onboarding and offboarding for employees, interns, temporary staff, and contractors.
• Work with HR, IT, Facilities, and other departments to coordinate workspace, equipment, system access, credentials, orientation, and training.
• Maintain onboarding materials, staff directories, organizational charts, and related administrative records.
• Assist with professional development, conferences, training, and employee recognition activities.

Committee and Subcommittee Support

• Provide administrative and logistical support for committees, subcommittees, and working groups.
• Coordinate meeting schedules, invitations, notices, locations, virtual platforms, attendance, and meeting materials.
• Prepare and distribute agendas, presentations, minutes, handouts, and action-item summaries.
• Maintain committee rosters, records, calendars, historical files, and track follow-up activities.
• Coordinate in-person, virtual, and hybrid meetings and communicate with committee members, elected officials, partner agencies, consultants, and the public.

Community Engagement Support

• Provide administrative and logistical support for community engagement activities across the Metropolitan Planning and Analysis Division.

• Strong organizational, time-management, communication, and customer-service skills.
• Ability to manage multiple priorities, meet deadlines, and work independently and collaboratively.
• Strong attention to detail and ability to prepare professional correspondence, reports, presentations, agendas, and meeting records.
• Ability to exercise initiative, sound judgment, professionalism, and discretion.
• Knowledge of office administration, purchasing, records management, and meeting/event coordination.
• Ability to learn and follow organizational procurement, financial, records, and administrative procedures.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work professionally with staff, executives, elected officials, agencies, vendors, community organizations, and the public.
• Basic knowledge of transportation planning, metropolitan planning organizations, public agencies, or local government operations preferred.

• Administrative excellence and attention to detail
• Organization, planning, and follow-through
• Customer and public service
• Written and verbal communication

• High School Diploma or equivalent.
• Less than a year of experience   working with local government, nonprofit programs, schools, or in job-related duties

• Any Post Secondary education.
• More than one year of experience   working with local government, nonprofit programs, schools, or in job-related duties
• Experience supporting a director, department head, executive, or senior management team.
• Experience in local government, a regional council, metropolitan planning organization, transportation agency, nonprofit organization, or other public-sector setting.
• Experience processing purchases, invoices, travel documentation, reimbursements, or procurement records.
• Experience supporting committees, working groups, public meetings, or community engagement activities.
• Experience preparing meeting minutes and maintaining official or public records.
• Experience working with diverse communities and regional stakeholders.

All employees of H-GAC are required to reside within the agency’s region of service to support our commitment to excellence in service of our region.

H-GAC is an equal opportunity/ADA employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or protected veteran status.