Executive Assistant (Technology)

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: $21.90 - $27.37 Essential Job Functions Coordinates administrative activities and resources for the Department of Technology. Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the department. Coordinates and provides input along with other agency groups to ensure that agency-wide document control systems meet the department needs. Maintains manual and/or automated document control and filing systems and records for department correspondence. Independently composes letters and other correspondence and reports, including those involving technical issues. Conducts review and analysis of reports and other technical documentation to support departmental needs, including summarizing requirements and identifying deliverables for departmental response. Coordinates with departmental leadership and other agency management in order to ensure timeliness of workflow and submissions for the executive staff, Commission Meetings, external meetings, etc. Interprets financial and budget information associated with the department. Maintains reports as required for the department. Type, photocopy and distribute reports as required. Coordinates recruitment requirements of the department. Maintains records on job descriptions and other pertinent personnel data for all positions in the department. Records minutes of committee meetings, staff meetings, etc., transcribing those meetings into written format. Manages office equipment assigned to the department or provided for department staff use. Ensures that service response is timely for departmental equipment and that supplies are adequately maintained. Coordinates with other agency groups to ensure that standardized forms and processes meet the department’s needs. Arranges Executive and staff meetings and coordinates requests from both internal staff and external vendors. Makes all Technology staff Travel Arrangements. Actively manages all Technology Department budgets and coordinates directly with the Finance department on all discrepancies. Manages contracting and invoice data in database and manage spreadsheets. Works closely and effectively with the CIO/CTO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CIO/CTO updated. Manages a variety of special projects for the CIO/CTO, some of which may have organizational impact. Monitors and manages all Technology Department office supplies. Maintain executive calendar and meeting agendas. Prepare materials used in executive presentations. 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; 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 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. Software applications: Proficient in Microsoft Word, Excel, and PowerPoint. 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. Qualifications Training and 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 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). CAP, CAP-OM preferred. Special Requirements This position is classified as non-essential personnel. FLSA Status Non‑Exempt Physical Demands Work requires high‑speed operation of keyboard devices. Unusual Demands Work involves meeting multiple demands on a timely basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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 View phone number on click.appcast.io or email View email address on click.appcast.io. #J-18808-Ljbffr Trans Dist Comm of Hampton Rds