Permian Basin MPO - Office Manager

Permian Basin MPO - Office Manager

Summary:

The Office Manager will support the Executive Director and other staff in planning and programming activities for the Permian Basin MPO's programs and transportation projects. This includes preparing the Metropolitan Transportation Plan (MTP), the Transportation Improvement Program, the Unified Planning Work Program, and periodic reports to state and federal agencies. Duties may vary based on organizational goals, timelines, or priorities set by the Executive Director or Policy Board.

The role involves interacting with governmental officials, community stakeholders, and business leaders. Employees in this position are expected to work independently, follow standard practices with initiative and organization, and do not require frequent supervision on specific details.

As the federally-mandated and state-designated cooperative decision-making body for transportation planning in the Midland - Odessa metropolitan area, the MPO's Office Manager is charged with various duties related to program administrative management.

The MPO has an opening for an Office Manager to assist in an office team environment as the organization develops and implements the transportation needs of the Midland-Odessa region. This position involves professional management of an office environment with four employees. The role requires the applicant to work independently, take on significant responsibility, and provide crucial support and assistance to the Executive Director.

Work includes assisting with preparing long‑range plans, public participation and community outreach programs, sub‑area studies, and working with the MPO's stakeholders. Candidates should have strong analytical, organizational, and oral and written communication skills. They must also demonstrate strong self‑motivation and the ability to work independently within a multi‑disciplinary team environment.

Essential Functions:

• Reports to and takes direction from the Executive Director
• Works closely with local governmental officials and Technical Representatives of member entities of the Permian Basin MPO's Steering and Policy Advisory Committees.
• Works closely with business and community leaders and state and federal officials.
• Works in cooperation with other agency positions within the same peer group.
• Responds to inquiries by email or phone, providing general information or referring callers to the appropriate individual and resources as needed.
• Assists in the preparation of agendas, memorandums, and official correspondence of the MPO; prepares announcements of public notices for public meetings and policy board meetings.
• Takes Policy Board and Technical Advisory Committee meeting minutes.
• Assists in preparing the Unified Planning Work Program (UPWP), the Permian Basin MPO transportation planning budget.
• Manages multiple funding contract expenditure reports and billings to TxDOT and the City of Odessa. Assists in evaluating revisions to the UPWP and other documents and preparing amendments for consideration.
• Coordinates with the City of Odessa, TxDOT, and auditors to ensure appropriate accounting measures, policies, and procedures are in place and that there are conformances regarding the administration of the UPWP.
• Prepares payment authorization process and procedures of UPWP and monthly financial report preparation.
• Assists new employees with the City of Odessa policy and procedures and handles staff time sheets to the City of Odessa Payroll department.
• Assists with contract review and approval, procurement of services, and reporting.
• Monitors and ensures information regarding Permian Basin MPO programs (UPWP, MTP, TIP, and STIP) is accurate and maintained on the website and distributed externally and internally. Also ensures that all minutes, newsletters, and public announcements are uploaded to the website in a timely manner.
• Ensures all equipment is operating properly, updates phone system with time/employee changes, coordinates building maintenance, and maintains office supplies.
• Supports planning staff in carrying out the short - long‑range plans and projects in the MPO Metropolitan Area Boundary.
• Works with consultants,…