Hampton Roads Transit Job Opening
Hampton Roads Transit is looking for dynamic, customer service-oriented, and energetic people to become part of a committed team providing excellent and effective public transportation to the Hampton Roads region. We offer unmatched benefits and competitive wages in a stimulating and rewarding environment.
Hourly Wage: $21.63 - $24.03
Essential Job Functions:
• Coordinates all administrative and clerical activities for the Communications Department. • Schedules and coordinates meetings for the department, which includes developing an agenda, taking notes and transcribing them into accurate and articulate minutes and owning all follow-up and action items. • Independently develops attractive and thorough reports for distribution to senior leadership and/or the agency's Board. • Manages Communications Department budgets and coordinates directly with the Finance department on all discrepancies. • Manages contracting and invoice data in D365 database and manages spreadsheets. • Assists business development, sales, TRAFFIX and public outreach teams in managing databases and lists of clients and points of contacts at retail locations, employers, schools/colleges, community associations and businesses. • Responsible for gathering all documents that require CCO signature, makes copies and saves in an organized digital and print filing system. • Manages inventory of marketing materials, public outreach giveaways and office supplies; proactively orders more as needed. • Secures all Communications staff travel arrangements. • Monitors when, where and why Hampton Roads Transit appears in the news media and compiles daily list of news articles to be distributed to the department and senior executives. • Formally documents and manages all internal processes and manages/tracks updates as needed. • Serves on a number of internal committees designed to collaborate on ways to successfully recruit, retain, recognize, and reward employees as well as keep our entire workforce safe. • Manages some special projects for the CCO, some of which may have organizational impact. • Assists with and participates in public outreach events. • Proactively finds ways to keep the department organized and running smoothly and efficiently. • Manage records created and received in compliance with the Hampton Roads Transit Records Management Policies and Procedures. • Responsible for coordinating the records management effort within the department. • Performs other duties as assigned.
Required Knowledge, Abilities and Skills:
• Proven experience as an executive administrative assistant or in other secretarial position. • Full comprehension of office management systems and procedures. • Excellent knowledge of MS Office Suite, specifically Word, Access and Excel. • Exemplary planning and time management skills. • Up to date with advancements in office technology and applications. • Ability to multitask and prioritize daily workload. • High level verbal and written communications skills. • Highly organized. • Ability to multi-task and meet deadlines. • Discretion and confidentiality.
Records Coordinator:
• Serve as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with all of HRT's Records Management Policies and Procedures. • Prepare documents for imaging by designating file code information and forwarding to Records Management. • Maintain (archiving/storage) and dispose of records in accordance with the approved HRT Records Retention and Disposition Schedules. • Attend regular information and training meetings. • Provide information to the department Chief Officer and all department members on records management including paper, electronic records, photos, news articles, and other items.
Required Software Knowledge and Skills:
• Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. • Basic problem-solving skills associated with software applications used is expected. • Software usage relevant to job duties will be evaluated.
Safety Responsibility:
• Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees, and the public from injury or harm. • Promote safety awareness and follow safety procedures and policies. • Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.
Training and/or Education:
• Minimum requirements include completion of standard high-school courses or GED. • Advanced degree or additional business and/or secretarial training preferred. • Must successfully demonstrate good oral and written communication skills.
Required Experience:
• Minimum (3) years as an Administrative or Executive Assistant reporting to an Executive-level department head or equivalent.
Licenses or Certificates:
• Possess a valid Drivers License. Acquire a Virginia Drivers License within 60 days after the date of hire (in instances when an out of state license is not the applicants current state of residence). • CAP, CAP-OM preferred
Special Requirements:
• This position is classified as non-essential personnel. • FLSA Status: Non-Exempt
Physical Demands:
• 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. • Work requires high-speed operation of keyboard devices. • Unusual Demands: • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Work involves meeting multiple demands on a timely basis. • Duties may require some seasonal overtime...
HRT is proud to be an Equal Opportunity Employer.
If you need reasonable accommodations to complete the HRT employment application and/or the interview, contact HRT Human Resources at (757) 222-6000 or email careers@hrtransit.org.