The Delaware Valley Regional Planning Commission (DVRPC) seeks a motivated, organized and detail-oriented Executive Office Administrator to support the Executive Director and the Board of Directors’ activities. This is highly responsible professional administrative work involving daily administrative support, acting as Board Secretary, managing the Commission’s records retention, and technical editing of reports. The Executive Office Administrator, with the Executive Director’s direction, will manage materials and communications with the DVRPC Board members for monthly Board meetings and other matters. Working with the Public Affairs Office and DVRPC’s Publications Committee, the individual will assure that all publications meet the set standards for high quality, error-free documents. This includes aiding staff with editorial content, formatting, proofreading, and solving reproduction questions and issues. This position will serve as the final check of publications before they are forwarded to the Executive Director for approval. Work is performed in accordance with broadly defined objectives, professional standards, and DVRPC’s policies, rules and regulations. Considerable independence, initiative and judgment are required. Work is reviewed by the Executive Director for program effectiveness.
• Initiates or participates in administrative and technical matters relating to all aspects of DVRPC's policies, programs, procedures and issues that require the Executive Director's personal attention.
• Researches and advises the Executive Director regarding all aspects of governmental administration.
• As Board Secretary is responsible for:
• Planning, developing, coordinating and scheduling all business to be transacted by the Commission and its committees;
• Preparing and distributing agendas, official minutes and supporting material of the board and executive committee;
• Recording the proceedings of Board and Executive Committee and keeping official records;
• Coordinating and communicating with Board members before and after each Board meeting;
• Screens and controls correspondence and requests related to the Board, and follows through to ensure appropriate coordination and action;
• Working closely with Board members, appointing authorities, division heads and employees in carrying out duties.
• Provides technical editing support (proofreading and formatting within templates), style guidelines support, and monitoring the publications pipeline.
• Oversees agency records and administrates the retention policy. Maintains and updates Commissioner’s Handbook, and assists with agency Policy and Procedures manual.
• Works with upper-management to establish a structure to track DVPRC’s projects and policy recommendations. Develop reporting, filing, and database structures to track the data.
• Assures coordination and intra-agency flow of information with respect to executive actions and acts as a bridge for effective communication between staff and Executive Director, including daily oversight and distribution of mail to the Executive Director.
• Performs related work as required.
• Meticulous attention to detail; organized; creative; and self-directed.
• Excellent time management skills.
• Strong technical skills, including advanced word processing (Word); database (Access and Excel, or Oracle); basic graphics (Adobe Illustrator and Photoshop). Knowledge of SharePoint is a plus.
• Strong proofreading and publishing skills for editing and revising policy reports.
• Strong interpersonal skills and an ability to communicate and work with appointed and elected representatives and senior officials, as well as staff at all levels.
• Excellent ability to speak and write effectively.
• Knowledge of the principles and practices of regional planning and governmental administration, including public law, public administration, governmental analysis, and local, State and Federal regulations and programs is very helpful.
Minimum Experience & Training
At least SIX YEARS of progressively responsible professional administrative experience, including experience with technical editing. and such training as may be gained from a four-year college/university, with a degree in English, Journalism, Public Relations, or a related field, or an equivalent combination of experience and training.