Administrative Coordinator

The function of this position is to administer a wide range of work protocols within the primary functional area of Operations, Bus Maintenance. Duties performed are designed to maintain departmental standards, policies and procedures that combine to support a safe and efficient operating environment. Position m ust meet multiple demands on a timely basis and provides direct assistance as required to department supervisors, managers, and directors. Position also collects, organizes, records and verifies accuracy of data and information and produces a variety of typed statistical and narrative reports; reviews typed materials for accuracy of grammar, spelling, punctuation and format and makes corrections. Composes statistical reports and correspondence. Establishes and maintains department schedule. Provides ongoing communication to HRT employees as required.

Essential Job Functions:

• Monitors, maintains and identifies work standards that lead to improved operations performance;
• Supports the development and deployment of activities in the 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;
• Reviews maintenance records and enters data into management database.
• Scans and files maintenance records as per FTA guidelines.
• 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;
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures.
• Responsible for maintaining a general awareness of HRT's EMS
• Responsible for handling all related job responsibilities in accordance to HRT's Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan

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

• 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.
• Resolves 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, e ntering and tracking time and attendance data and reviewing payroll reports to assure accuracy prior to processing.
• Completes special reports; researches and organizes information and data files.
• Performs other duties as required.

Required Knowledge, Abilities and Skills essential to Job Functions:

The Administrative Coordinator receives limited supervision from the Manager of Operations Administration. Must be able to work independently; position requires patience and concentration in order to complete a variety of statistical tasks on a daily basis. 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 data bases and in preparing reports and correspondence using word-processing software. Knowledge of grammar writing skills and spelling to produce accurate reports and correspondence. Skill in collecting and organizing data and information, in preparing 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 own work and to work independently. Ability to establish and maintain manual and automated records and files. Ability to compile and organize data and information for reports. Extensive knowledge of database software configuration, management, entry methods and procedures desirable. Ability to identify and correct data entry errors.

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:

MS Windows, MS Office 365 (Word, Excel, Access, Powerpoint, Outlook), Spear, PeopleSoft, HASTUS, TransitMaster, GFI, Trapeze, Adobe Reader, WinZip, Symantec

Training and/or Education:

Minimum requirements include completion of standard high school courses or GED; must be able to demonstrate typing skills, computer literate, and knowledge of office procedures; must be able to effectively communicate, both orally and in writing.

Required Experience:

MS Word, Excel, Access, and PowerPoint. Five or more years of administrative experience. Transit Agency experience a plus.

Licenses or Certificates:

None

Special Requirements:

None

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. Lifting boxes up to 40 lbs, bending, stooping, standing and walking. 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.