Administrative Assistant

Apply Now

Position Status

Full-Time Temporary assignment for approximately 1.5 years.

Job Summary

Coordinates and provides administrative support in preparation of project documents, meetings, record management, training and communications for Enterprise Asset Management System project. This position is grant funded and subject to funding availability.

Essential Job Functions

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

  • Coordinates administrative activities for the Enterprise Asset Management System Project and other Operations Projects.
  • Provide assistance with the preparation of project documents, meetings, forms and communications.
  • Coordinates and schedules project meetings.
  • Maintains comprehensive calendar of internal and external activities for Operations projects and coordinates meetings and schedules for projects.
  • Independently composes letters and other correspondence and reports.
  • Records minutes of committee meetings, staff meetings, etc., transcribing those meetings into written format.
  • Coordinates, track, prepare forms and follow-up of external team training.
  • Assist with scheduling, planning, tracking and notification for agency project training.
  • Maintains manual and/or automated document control and filing systems and records for project correspondence.
  • Records Coordination with responsibility for organizing and maintaining project files in accordance with HRT’s “Records Management Policy and Procedures”; preparing documents for imaging by designating file code information and forwarding to Records Management; attend training meetings.
  • Assist as requested with tracking of issues and their resolutions in a central repository.
  • 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 handling all related job responsibilities in accordance to HRT’s Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan.
  • Performs other administrative duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions

Strong working knowledge of administration in a technical environment. Excellent coordination and people skills. Must exhibit patience, diplomacy, tact and courtesy in achieving good interpersonal relations and effective coordination with all categories of staff. Ability to develop an understanding of organizational functions, policies, and procedures, as prescribed by management. Strong skills in the use of office equipment such as personal computers and office software, fax and copy machines. Proven experience in entering, organizing, and retrieving data using spreadsheets and databases, in preparing reports, presentations and correspondence using Word, Excel, and other software, and in use of the Internet for research, communication (including email) and data exchange. Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others. Ability to use computer presentation software (Microsoft PowerPoint), and to develop complete presentations with graphics and other devices. Good telephone skills and presence. Demonstrated ability to perform in a team environment.

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

Microsoft Word, Excel and PowerPoint

Qualifications

Training and/or Education

Minimum requirement includes a 2-year degree or certificate from an accredited college, university, or business school in executive-level secretarial science, business, or related field; or any acceptable combination of education, training and experience that provides the above knowledge, abilities and skills.

Required Experience

Minimum three (3) years administrative experience.

Licenses or Certificates

Virginia Driver’s License

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.

Apply Now
Please be aware that it is our policy to check all references and driving records, complete academic verifications (when required) and perform civil/criminal background checks for all positions.
 
Drug tests are required for all positions. Participation in HRT’s Drug Free work place program is a requirement for all employees, and therefore is a condition of employment.