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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: $21.63 - $24.03

Essential Job Functions:

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

• Coordinates all administrative and clerical activities for the Communications Department.

• Schedules and coordinates meetings for the department, which includes developing an agenda, taking notes and transcribing them into accurate and articulate minutes and owning all follow-up and action items.

• Independently develops attractive and thorough reports for distribution to senior leadership and/or the agency’s Board.

• Manages Communications Department budgets and coordinates directly with the Finance department on all discrepancies.

• Manage contracting and invoice data in D365 database and manage spreadsheets.

• Assists business development, sales, TRAFFIX and public outreach teams in managing databases and lists of clients and points of contacts at retail locations, employers, schools/colleges, community associations and businesses.

• Responsible for gathering all documents that require CCO signature, makes copies and saves in an organized digital and print filing system.

• Manages inventory of marketing materials, public outreach giveaways and office supplies; proactively orders more as needed.

• Secures all Communications staff travel arrangements.

• Monitors when, where and why Hampton Roads Transit appears in the news media and compiles daily list of news articles to be distributed to the department and senior executives.

• Formally documents and manages all internal processes and manages/tracks updates as needed.

• Serves on a number of internal committees designed to collaborate on ways to successfully recruit, retain, recognize, and reward employees as well as keep our entire workforce safe.

• Manages some special projects for the CCO, some of which may have organizational impact.

• Assists with and participates in public outreach events.

• Proactively finds ways to keep the department organized and running smoothly and efficiently.

• 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 Essential to Job Functions:

• 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 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:

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.

Training and/or 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:
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.

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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 (757) 222-6000 or email [email protected].