Maumee Valley Planning Organization

Administrative Assistant

Primary responsibilities include receptionist duties as well as administrative duties to support staff. 

Must project a professional company image through in-person and phone interaction.

 

Essential Duties of the Position:

General Office Management

• Must hold and maintain a valid driver’s license and be insurable

• Demonstrate the ability to work independently with minimal supervision as well as working as part of a team

• Greet visitors in a polite and respectful manner.

• Answer telephone and direct to the appropriate staff member, take messages or transfer calls to voicemail.

• Receive, sort, and distribute mail.         

• Research, price, purchase and organize office supplies.

• Maintain office equipment (printer, copiers, postage meter, etc.)

• Comply with public records requests and disposition guidelines.

• Manage meeting preparations, including agendas, minutes and meeting notices to members and media.

• Placing advertisements in local newspapers for publication and following through to confirm publication

• Maintain a shared office calendar, schedule and coordinate meetings and conferences.

• Contribute to team effort by assisting staff with project-based work.  Tasks include preparing documents, entering data, making copies, researching information, sending out emails.

• Maintain strict confidentiality of client's personal information.

• Maintain contact information, website support and current project information on the MVPO website.

• Maintain records retention schedule and records destruction schedule per the Ohio Records Requirements

• Other duties as assigned.

 

Fair Housing

• Intake and refer all Fair Housing inquiries.  As well as distributing fair housing information when appropriate. Complete all require documentation within 24 hours and follow up as needed

• Complete all required Fair Housing trainings

• Organize and Participate in all Fair Housing meetings according to the schedule

• Support planning staff with the completion of an Analysis of Impediments every five years

 

Community and Economic Development Staff Support

• Coordinate income survey mailings and collection of data.

• Deliver or pick up any necessary paperwork to all communities when required

• Send applications to potential housing applicants, assist with the intake of applications, and assist with maintaining contractor documentation when required.

• Assist Small Business Development Center (SBDC) as needed.

• Create filing systems for grants to be used for monitoring.

 

Executive Council

• Prepare meeting agendas, minutes of meetings, send meeting notices to members, publish meetings in newspaper and confirm a quorum will be in attendance

• Confirm Designation of Representation from all communities on a yearly basis

• Send agendas and documents 1 week in advance of scheduled meetings

 

Planning Commission

• Intake of minor subdivision lot split applications for Defiance County Planning Commission.

• Work with Planning Staff to review and solicit comments from associated agencies.

• Make deposits at Defiance County Auditor's Office within 48 hours of receiving payments for lot split applications.

• Deliver lot split applications to Defiance County Engineer's Office for review and pickup when completed

• Prepare meeting agendas, minutes of meetings, send meeting notices to members and publish meetings in newspaper, confirm a quorum will be in attendance in advance of the meeting, send cancellation notices when necessary

• Send agendas and documents 1 week in advance of scheduled meetings

 

All interested applicants must submit a resume and three professional references, along with a cover letter.

Applications are due by May 10, 2024.

 

Salary Range: $42,000 - $47,000 depending on experience.

 

Maumee Valley Planning Organization

1300 East Second Street, Suite 200 Defiance, OH 43512

Or e-mail to: mvpo@mvpo.org

Equal Opportunity Employer