Executive Assistant; Planning & Development

Administrative Coordinator

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: $21.89 - $27.37

Coordinates and provides administrative support of day-to-day activities for the Planning and Development Department, which oversees planning and development of capital projects and major transit investment planning studies for the agency. The department also includes Service Planning and Scheduling, Customer Relations and Grants Management. The duties of this job require the exercise of experienced judgment in carrying assignments through to completion and involves substantial contact with internal as well as external stakeholders, customers, that may include federal, state and city officials.

• Coordinates administrative activities and resources for the entire Planning and Development Department.
• Ensures department-wide coverage and consistency in managing administrative resources and processes.
• Collects, organizes, records, and verifies accuracy of data and information for the department as assigned.
• Prepares on a monthly basis all Bank of America statements for charges that were placed on the "company issued" "P" card and the "travel charge card". Ensures that reimbursement requests are in accordance with Finance Policies.
• Maintains the Department's Policy and Procedures in compliance with Records Management annual requirements.
• Coordinates and tracks staff assignments with the Chief Planning and Development Officer.
• Responsible for assisting the Manager of the Customer Relations Division to ensure effective, documented communications/correspondence occurs when responding to Customer Service issues/complaints.
• Coordinates with HRT personnel and external agencies for scheduling meetings and activities as well as maintaining a database of contacts. Prepares reports and correspondence relative to the technical and administrative activities of the Planning & Development Department under the direction of the Chief Officer.
• Responsible for all travel arrangements for P & D staff to attend conferences and training sessions. Also ensures all travel is in accordance with HRT travel policies.
• Prepares Purchase Requisition s in the D365 system in support of contracts for professional services within the Department, and for the CEO upon requests.
• Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the entire department.
• Conducts research and compiles and reviews reports and other technical documentation to support department needs, including summarizing requirements and identifying deliverables for departmental response.
• Assists the Chief Officer in the preparation of the Department's annual budget as well as tracking department expenses.
• Obtains a familiarity with federal and state guidance for areas associated with Planning & Development Department activities.
• Responsible for assembling briefing binders for Semi-Annual FTA Region III meetings. Also responsible for all meeting logistics, preparation of timely meeting minutes and follow-up action items of semiannual FTA meetings.
• Responsible for maintaining the Departments office supplies and reordering supplies when inventory is low.
• Responsible for the annual preparation of Transportation Service Plan letters, under the guidance of the Chief Officer for the six member cities in compliance with the Cost Allocation Agreement.
• Maintains the department document control and file code systems to ensure all project documentation can be easily tracked and retrieved.
• Coordinates, plans regularly scheduled meetings with office support staff to resolve common problems such as implementation and consistent application of policies and procedures, needs and used automated office equipment, budget tracking, and record keeping systems.
• Develops information for official reply to agency…