Administrative Program Assistant

The Mid-America Regional Council (MARC) is seeking a qualified individual for a full-time program assistant position in its data and digital services department.

ABOUT US
MARC, the association of local governments and metropolitan planning organization for the bistate Kansas City region, promotes and supports cooperation on regional issues, including transportation, the environment, our workforce and economy, aging services, community development, quality early learning, public safety communications and emergency services. MARC has a collaborative work environment with a culture based on integrity, innovation, diversity and inclusion, excellence in performance and service leadership.

ABOUT THIS POSITION
This position provides support to the department director and other staff on a wide range of administrative activities. An individual in this position performs responsible and complex administrative and technical duties requiring a significant amount of independence and judgment; is required to multi-task and set priorities for projects assigned by numerous staff; provides administrative support to a number of committees; composes documents, performs accounting and financial duties associated with purchases and department budget monitoring; maintains mailing and email distribution lists; maintains files and records; and handles arrangements for meetings and events, including facility, food, handouts, speaker, technology and other requirements.

What you’ll do

• Represent MARC externally to local, state and federal government and business contacts.
• Provide administrative support to committees by maintaining committee rosters and other records, preparing meeting packets and meeting summaries, and handling arrangements for meetings and events.
• Provide support in producing and maintaining the annual work program and producing quarterly progress reports.
• Prepare payments to vendors, track monthly expenditures against budgets, secure and track documentation of local match expenditures, and secure prior approval for expenditures from grantors.
• Prepare/process voucher requests, purchase orders, expense reports, credit card statements and other internal agency accounting forms for review and approval by program and financial affairs staff.
• Prepare emails, letters, memos, reports, meeting summaries, agendas, and other documents and correspondence.
• Manage and maintain the department central files.
• Maintain committee and special lists and databases to allow for effective and timely communication to various groups and constituencies.
• Provide support in scheduling and other meeting logistics for a variety of meetings with internal and external stakeholders.
• Handle requests for services and information from outside the organization.
• Coordinate and assist staff with special programs and events, including public meetings, audio conferences, outside training workshops, and other activities.
• Conduct mass email distributions, mail merge projects and bulk brochure mailings.
• Assist in the bi-annual update of the Public Officials Directory and interim database updates.
• Assist with MARC events, working with public affairs and other departments as appropriate.
• Provides relief at the MARC reception desk as needed