Transportation Planning Program Technical Specialist

1 month ago

Saint Paul, United States Metropolitan Council Full time
WHO WE ARE

This position is eligible for a hybrid (both remote and onsite) telework arrangement. Candidate's permanent residence must be in Minnesota or Wisconsin.

We are the Metropolitan Council, the regional government for the seven-county Twin Cities metropolitan area. We plan 30 years ahead for the future of the metropolitan area and provide regional transportation, wastewater, and housing services.

We are committed to supporting a diverse workforce that reflects the communities we serve.

How your work would contribute to our organization and the Twin Cities region:
The Planning Program Administrative Specialist is responsible for providing an executive level of administrative support to the regional transportation planning team including the Deputy Director for Transportation Planning and their staff. This position provides a high level of administrative support by independently completing complex administrative and technical tasks along with completing actions associated with supporting the regional planning processes.

Note: The salary displayed is the full salary range. The hiring salary will be determined based on the final candidate's qualifications, the Council's internal pay structures, and our total compensation package for the position.

What you would do in this job

  • Organize internal and external meetings with a variety of Council and partner agency policy makers and staff.
  • Attend meetings, prepare, and post agendas, take detailed minutes, and track action steps for future activities.
  • Assist in tracking and preparing responses to public comment processes.
  • Assist MTS Deputy Director and planning managers by tracking work program activities and progress, attend and take notes for work planning meetings.
  • Assist planning staff in preparing standard operating procedures for regularly occurring planning procedures and processes.
  • Assist TAB coordinator in Regional Solicitation application processes including application preparation and scoring processes.
  • Prepare purchase requisitions and track approval processes for various purchase orders, change orders, amendments, pay requests, invoices, and procurement/contract administration documents.
  • Assist the Deputy director in preparing and tracking the annual planning work program budget and assisting project managers in tracking project budgets and submitting project invoices.
  • Assist in submitting and tracking staff training requests, travel arrangements, event registrations, monthly reimbursements, and office and technology needs,
  • Provide general administrative support functions, such as: answering phones, connecting callers to appropriate resources/person, sorting, and distributing mail, unit filing, scheduling appointments, etc.
  • Coordinate large and complex conferences/meetings/programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction.
  • Ensure office equipment is in good working order for users and coordinates with facilities and IS when needed for repairs/replacement.
  • Ensure office supplies are stocked and organized for users and reorders as necessary.
  • Support hiring processes, on-boarding, and off-boarding of employees.
What education and experience are required for this job (minimum qualifications)

Any of the following combinations of experience (providing complex administrative support in a medium-to-large organization) and completed education (degree field of study in Business Administration, Communications/Writing, Management, Public Administration, or related field):

  • Bachelor's degree with one (1) year of experience
  • Associate degree with three (3) years of experience
  • High school diploma/GED with five (5) years of experience
What additional skills and experience would be helpful in this job (desired qualifications):
  • Experience arranging meetings with multiple external partners and taking meeting minutes while tracking follow-up actions.
  • Experience creating standard operating procedures (SOPs) for recurring processes.
  • Experience providing significant support for community engagement events (e.g., reserving multiple meeting rooms, managing audiovisual needs, planning catering, etc.).
  • Experience with creating and tracking programs and/or project budgets.
  • Skills in administering grant application processes.
  • Experience procuring goods and services
  • Experience arranging training and travel
  • Experience handling confidential information with discretion and in accordance with Minnesota Data Practices Act
  • Experience managing office needs to ensure deadlines and priorities are being met
  • Experience promoting an equitable, positive, and respectful work environment that values culture and diversity among all employees
  • Experience working for public (e.g., government) officials or executives, including managing priorities and supporting needs
  • Experience recruiting and setting up interviews for potential advisory committee candidates
What knowledge, skills, and abilities you should have within the first six months on the job:
  • Ability to work for public officials or senior staff, including managing priorities and supporting needs.
  • Knowledge of Council policies, procedures, and organizational structure.
  • Knowledge of systems such as scheduling, word processing, electronic filing, training, and travel.
  • Strong organizational and prioritization skills.
  • Strong problem-solving skills.
  • Skilled in Word, Outlook, Teams, and other software for managing leadership staff needs.
  • Skills in budgeting and budget monitoring.
  • Ability to support committees and committee staff.
  • Ability to maintain a high level of confidentiality.
  • Ability to identify and effectively communicate complex issues/problems with senior planning staff.
  • Ability to independently determine the best solution for identified problems in consultation with appropriate individuals internally.
What you can expect from us:
  • We offer the opportunity to make a difference and positively influence the Twin Cities metropolitan area.
  • We encourage our employees to develop their skills through on-site training and tuition reimbursement.
  • We provide a competitive salary, excellent benefits, and a good work/life balance.
Additional information

Union/Grade: AFSCME/Grade E
FLSA Status: Non-exempt
Safety Sensitive: No

What your work environment would be:
You would perform your work in a standard office setting. Work may sometimes require travel between your primary work site and other sites.

What steps the recruitment process involves:

  1. We review your minimum qualifications.
  2. We rate your education and experience.
  3. We conduct a structured panel interview.
  4. We conduct a selection interview.
Once you have successfully completed the steps above, then:
If you are new to the Metropolitan Council, you must pass a drug test (safety sensitive positions only), and a background check which verifies education, employment, and criminal history. A driving record check and/or physical may be conducted if applicable to the job. If you have a criminal conviction, you do not automatically fail. The Metropolitan Council considers felony, gross misdemeanor and misdemeanor convictions on a case-by-case basis, based on whether they are related to the job and whether the candidate has demonstrated adequate rehabilitation.

If you are already an employee of the Metropolitan Council, you must pass a drug test (if moving from a non-safety sensitive position to a safety sensitive position) and criminal background check if the job you're applying for is safety sensitive, is a supervisory or management job, is in the Finance, Information Services, Audit, or Human Resources departments, or has access to financial records, files/databases, cash, vouchers or transit fare cards. A driving record check and/or physical may be conducted if applicable to the position.

IMPORTANT: If you make a false statement or withhold information, you may be barred from job consideration.

The Metropolitan Council is an Equal Opportunity, Affirmative Action, and veteran-friendly employer. The Council is committed to a workforce that reflects the diversity of the region and strongly encourages persons of color, members of the LGBTQ community, individuals with disabilities, women, and veterans to apply. If you have a disability that requires accommodation during the selection process, please email .

Agency
Metropolitan Council
Address
390 Robert St. N
St. Paul, Minnesota, 55101
Website

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