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

• 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.

• 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.

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…