Administrative Assistant

Salary Range: $45,000 - $50,000

The function of this position is to administer a wide range of work protocols within the primary functional area of Operations, Facilities and Rail Maintenance. Duties performed are designed to maintain departmental standards, policies and procedures that combine to support a safe and efficient operating environment. Position must meet multiple demands on a timely basis and provides direct assistance as required to department supervisors, managers, and directors. Position also collects, organizes, records, and verifies accuracy of data and information and produces a variety of typed statistical and narrative reports, reviews typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections. Composes statistical reports and correspondence. Establishes and maintains department schedule. Provides ongoing communication to HRT employees as required.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Monitors, maintains, and identifies work standards that lead to improved operations performance.
• Supports the development and deployment of activities in the various operational management databases.
• Assists in the development and maintenance of procedures, forms, and work measurements.
• Writes and/or edits information contained in manuals and forms used to clarify operational policies and procedures.
• This position is responsible for organizing and tracking departmental service contracts to verify required documentation is being recorded, and requisitions are being initiated in a timely manner so that purchase orders (PO’s) are properly issued for contract renewals and new contracts.
• This position is responsible for properly recording all applicable service requests submitted to the Helpdesk for Facilities Maintenance in the EAM
• This position is responsible for compiling all Facilities-related Facilities Customer Assistance Forms (CAF’s), assigning CAFs to appropriate department staff; tracking and documenting progress on CAF’s; and closing out CAFs once completed in the Customer Service CAF system.
• Reviews maintenance records and enters data into various management databases.
• Retrieves, organizes, and distributes maintenance records as per FTA guidelines.
• Maintains directors’ appointment calendars, including scheduled and rearranged meetings.
• Maintains administrative, financial and personnel files, including payroll.
• Processes National Transit Database information for Agency reporting.
• Assists with travel and meeting planning both internally and externally.
• Organizes, authors, and presents oral and written reports used by department heads as the basis for day-to-day decision making.
• Adheres to established policies, objectives, and time sensitive tasks and schedules.
• Attends department and Agency meetings as required.
• Administers and maintains operations management computer databases.
• Advises department director and managers on maintenance management database capabilities and creates/modifies software business rules, tables, forms, etc., to support new procedures.
• Resolves database problem conditions in support of the Operations Department and end users.
• Test, document new procedures, and reproduce final changes in the production environment.
• Required to oversee daily database administration including defining users file system creation/management, troubleshooting, application support, security, and recovery.
• Coordinates work with supervisors and management staff.
• Develops ad hoc queries and generates reports.
• Will serve as a back-up, for the upkeep of personnel records, entering and tracking time and attendance data, reviewing payroll reports to assure accuracy prior to processing.
• Completes special reports, researches, and organizes information and data files.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures
• Responsible for maintaining a general awareness of HRT’s EMS
• Responsible for executing all related job responsibilities in accordance with HRT’s Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan
• Perform other duties as may be assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

The Administrator receives limited supervision from the Director of Maintenance – Facilities and Rail. Must be able to work independently and embrace teamwork. Position requires an elevated level of concentration to complete a variety of statistical tasks daily. Considerable knowledge of administrative techniques and practices. Knowledge of the activities, functions, and organization of the Transportation District Commission of Hampton Roads. Skill in entering, retrieving, and organizing data using computerized spreadsheets and databases to prepare reports and correspondence. Strong grammar and writing skills to produce accurate reports and correspondence. Skill in collecting and organizing data and information and producing narrative and statistical reports. Ability to communicate effectively, orally and in writing with the public and with employees to exchange and clarify information and to understand the views of others. Ability to organize, effectively plan, and work independently in a dynamic environment. Ability to maintain departmental documents using either an electronic and/or manual filing system. Ability to accurately compile and organize fact-based data and information for various reports. Extensive knowledge of database software configuration, management, entry methods and procedures desirable. Ability to analyze data to identify and correct reported information.

Records Coordinator:

Serve as a Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with HRT’s Records Management Policy and Procedures and FTA guidelines; preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving/storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules; attending regular information and training meetings; and providing information to the Director of Rail Maintenance and all department members on records management including paper, electronic records, photos, news articles, and other items.

Required Software Knowledge and Skills essential to Job Functions:

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.

Software applications:

MS Windows, MS Office 365 (Word, Excel, Access, Power Point, Outlook), PeopleSoft, Trapeze Enterprise Asset Management (EAM) software, MS Dynamics 365 Enterprise Resource Planning (ERP) software, Adobe Reader, WinZip, Symantec

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; must be able to demonstrate accurate typing skills, proficient computer skills, and basic knowledge of office procedures; must be able to effectively communicate, both orally and in writing.

Required Experience:

Five or more years of administrative experience. Transit agency experience a plus.

Licenses or Certificates:

Possess a valid Driver's License. Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

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. Lift up to 40 lbs., bending, stooping, standing, and walking. Maintaining safety awareness and follow safety procedures and policies to include Personal Protective Equipment (PPE).

Unusual Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work environment may include working around heavy machinery, equipment, and moving vehicles. Duties may require some seasonal overtime. Be reassigned to an alternate HRT site when required. Meet multiple demands on a timely basis.