Administrative Coordinator; Facilities Maintenance - Buildings and Grounds

Position: Administrative Coordinator (Facilities Maintenance - Buildings and Grounds)
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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.

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Hourly Wage: $19.90 - $24.88

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.

* Resolve 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, research, and organizes information and data files.

* 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.

* 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 Contracted Services and Operational Analytics. 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…