Division Assistant; Transportation Planning and Operations

Overview

DRCOG serves as a visionary leader along Colorado’s front range. We tackle the BIG issues, like growth and development, transportation and meeting the needs of older adults. Our success is built on, and defined by, long-standing partnerships and serving as a forum for discussing these and other emerging issues in an effort to collectively find innovative solutions. DRCOG is a Regional Planning Commission per Colorado state statute, is the federally designated Area Agency on Aging (AAA), and the Metropolitan Planning Organization (MPO) for the Denver region.

Our culture and values fuel and inform the work we do, and employees are rewarded with competitive compensation, generous benefits and an adaptable work environment.

This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Division.

• Provide support to the division as directed to ensure that company goals and objectives are accomplished, and operations run efficiently. Maintain and refine internal processes, coordinate internal and external resources to expedite workflow. Manage communication between stakeholders, liaising with internal and external executives on various projects and tasks; attend internal program meetings for division director. Plan and orchestrate work to ensure the division director’s priorities are met, organizational goals are achieved, and best practices are upheld.
• Act as the point of contact between Division Directors and employees/clients. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the organization.
• Receives calls and responds to customer service requests; handles more complex complaints, issues and inquiries not resolved at a lower level; reviews and researches program, process and/or procedural information related to requests; provides program or function related information; directs specific inquiries to appropriate resources; may provide reception and switchboard operation duties.
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to director and staff. Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination.
• Prepares, reviews and/or processes various forms, documents, reports, presentations, spreadsheets and correspondence; reviews information for accuracy and completeness; receives, reviews, processes and/or distributes mail.
• Organize team communications and plan events, both internally and offsite. Schedule meetings, make reservations and prepare arrangements for meetings, travel, and/or events; coordinate agendas, meeting materials and administrative details; prepare and distribute meeting minutes and summaries; prioritize and perform follow-up activities related to planning and coordinating meeting or project needs, and providing resolutions to problems or issues.
• Perform research related to area of assignment and provide related information and/or recommendations to management and staff; maintain database information, records, files, logs, and documents; prepare and update office procedures; adhere to data archival and records retention procedures.
• Serve as a resource within organization and provide training and support on specific software and/or assistance in gathering, organizing and maintaining program or functional materials and related documentation. Train and support staff on policy compliance and adherence.
• Perform other duties of a similar nature and level as assigned.
• Provide administrative and clerical support for the division.
• Arrange meetings and prepare drafts of meeting agendas and minutes from audio recordings.
• Edit rough draft work for completion by others, typing narrative and statistical reports, documents, forms, etc., from rough draft.
• Prepare, review and update procedural documentation related to the position.
• Ensure the maintenance of division records per established policies and in…