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PTAC Program Assistant

Posted on June 21, 2022

Date: 2022
Position Title: PTAC Program Assistant
Division: Maine PTAC
Level: Level 5 – Program Staff
FLSA Status: Non-Exempt
Reports To: Maine PTAC Director
Primary Office: Bangor, Maine


Position Summary

This full-time position will join a dynamic organization and team that assists people, communities and businesses throughout the state.

The PTAC Program Assistant supports the PTAC Director and procurement counselors with day-to-day activities, including: workshop/webinar planning and preparation, newsletter support, social media coordination, Bid Match posting, Matchmaker Event organization and implementation, preparation and presentation of data and reports, and design and development of marketing materials.

This will be a Full-Time (40 hours per week position, typically Monday –  Friday 8am-5pm).

Job Requirements

Requires strong, professional communication skills in person, on the phone, and through email; requires organizational skills to ensure successful coordination of events and conferences. Requires face-to-face discussions with individuals or teams; Requires being exact or highly accurate; Requires meeting strict deadlines; Requires significant coordinating with others in accomplishing work activities; Requires work with others in a group or team; Requires ability to work with limited supervision; Requires working indoors in environmentally controlled conditions.

Technical skills include: creating/managing Zoom meetings; maintaining social media accounts (Facebook, twitter, and LinkedIn); creation of reports and presentations, including manipulation of data from databases; creation of newsletters and announcements via Constant Contact.

Essential Functions:

  • Assists in PTAC training workshop administration and implementation, both virtual and in-person. Virtual events are conducted primarily through Zoom.
  • Supports development of monthly PTAC newsletter and other materials, physical and virtual.
  • Maintains PTAC’s social media accounts (Facebook, twitter, and LinkedIn), creating regular content and engaging with followers on each platform.
  • Interacts with Maine PTAC clients to field questions and direct them to appropriate staff.
  • Supports PTAC Director and team in setting up, administering, and conducting regional Matchmaker events.
  • Maintains relevant training, facility and match logs
  • Updates PTAC Constant Contact databases
  • Maintains selected PTAC files – both hardcopy and electronic, and updates client information as required.
  • Performs internet searches of awards to PTAC clients and updates client records accordingly.
  • Maintains calendars of events in interest to PTAC
  • General administrative activities in support of the PTAC program
  • Other administrative duties as assigned

Core Competencies

  • Computer skills – Skilled in the use of computers, adapts to new technology, learns new programs quickly, and uses computers to improve productivity.
  • Customer service – Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, and maintains pleasant and professional image.
  • Dependability – Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, and meets attendance/punctuality requirements.
  • Integrity/Ethics – Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, and conveys good news and bad.
  • Teamwork – Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, and welcomes newcomers and promotes a team atmosphere.

Position Competencies

  • Adaptability/Flexibility – Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs.
  • Initiative – Tackles problems and takes independent action, seeks out new responsibilities, acts on opportunities, generates new ideas, and practices self-development.
  • Interpersonal Skills – Has good listening skills, builds strong relationships, is flexible/open-minded, negotiates effectively, solicits performance feedback, and handles constructive criticism.
  • Personal Organization – Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, and manages time well.
  • Productivity – Manages a fair workload, prioritizes tasks, develops good work procedures, manages time well, and handles information flow.
  • Quality – Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, and owns/acts on quality problems.

Education/Experience

High School Diploma with related work experience required.  Associate’s Degree or business training certificate preferred.  Strong working knowledge of Microsoft Office Suite required. Experience in planning and conducting Zoom meetings and/or webinars preferred. Strong organizational skills and the ability to meet deadlines in a fast-paced office environment required. Superior customer service skills a must. Demonstrated history of being dependable and timely with attendance required.  Valid driver’s license required and access to own reliable vehicle preferred.

Working Conditions

Work is generally performed in an indoor, professional office environment.

While performing the duties of this job, the employee is regularly required to sit and talk or listen, and regularly required to use a keyboard for typing. The employee is often required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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