Program Assistant

Position Summary Metro is dedicated to shaping a better future for the greater Portland region. The Planning, Development, and Research Department is looking for a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential, and technical support to dynamic staff and associated program/projects within the Regional Transportation Division. 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, room and technology set‑up, catering, and post‑event cleanup. Provide administrative support for public and formal committee meetings/workshops by tracking and preparing agendas, work programs, and meeting materials; scheduling and coordinating room set‑up or Zoom, attending meetings, preparing and distributing minutes, arranging catering, tracking roster, processing stipends, and managing meeting records. (Current committees: Transportation Policy Alternatives Committee monthly, Regional Transit Forum quarterly) Assist with coordinating, editing, and routing legislation using electronic systems for approval. Receive public record requests and coordinate with division staff and record analyst to fulfill them. Coordinate administrative logistics for assigned project activities. Assist communications with administrative tasks for program engagement efforts. Prepare documents, reports, spreadsheets, charts, tables, and other products based on staff directions. Maintain record‑keeping systems (Content Manager, Network), including formal decision records. Update program web pages as needed. Schedule and coordinate logistics for in‑person and virtual staff meetings and events; take notes at team meetings if required. Assist in coordinating administrative functions, communications, and liaise with internal departments, divisions, and other agencies. Screen, prioritize, filter and respond to snail mail, email, phone calls, visitors, and routes to appropriate contacts; monitor shared Outlook inboxes; forward public comments to staff; respond directly to community member concerns related to assigned program area. Establish and maintain databases, and update staff, project, and client contact lists. Serve as purchasing coordinator for the division; manage purchasing card, upload receipts, and submit documentation to US Bank Access program 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 as requested. Conduct research and communications with outside agencies, businesses, and partners. Coordinate and process staff registrations and travel. Perform other duties as assigned. Attributes for Success Ability to work well under pressure with routine interruptions, last‑minute requests, and changing priorities. Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, and Content Manager. Strong organizational, time‑management, problem‑solving, and analytical skills to prioritize work and meet deadlines accurately. Strong written, email, and verbal communication skills; ability to communicate professionally with stakeholders. Proactive, can plan, foresee, and resolve issues before escalation; manage competing priorities. Willingness to attend early‑morning or late‑evening meetings occasionally. Minimum Qualifications Three years of administrative and/or clerical work experience, and High school diploma or G.E.D., or Any combination of education, professional, volunteer, and lived experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities. Working Conditions Work is performed in a standard office environment with intermittent workflow interruptions and occasional skill upgrades. Minimal physical exertion is required. Keyboarding and 10‑key functions are necessary. Occasional early‑morning or evening meetings may be required at a Metro site or other regional location. Hybrid Telework This position is designated as hybrid telework. Employees must reside in Oregon or Washington. The specific schedule and balance of onsite and telework will be discussed with the hiring manager. Employees may be required to attend onsite at least one day per week (Tuesday, Wednesday, or Thursday) and other in‑person meetings as specified. Primary Worksite Requirements Work onsite at least one day per week (Tuesday, Wednesday, or Thursday) In‑person attendance for all‑staff department meetings Monthly in‑person team meetings (minimum) Monthly 1:1 supervisor check‑ins (minimum) Public and committee meetings Designated team “in‑office days” Training as requested When essential to perform job responsibilities When directed by management When it is the preferred worksite for the day (personal convenience or preference) Preferred Qualifications 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 Equal Employment Opportunity All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law. Benefits Medical, dental and vision health insurance Paid sick leave Paid vacation, holiday, and other leave Paid parental leave Full contribution to Oregon PERS retirement No‑cost TriMet Hop Pass Employee Assistance Program Training opportunities Flexible schedules depending on position and department Hybrid/Telework living in Oregon / Washington Contact Recruiter: Christina Rentas Email: View email address on click.appcast.io #J-18808-Ljbffr City of Santa Fe Springs