Administrative Support Technician

Salary Range: $36,551 - $40,000 

Prepares correspondence and performs a variety of administrative duties for the Contracted Services Department.  Must meet multiple demands on a timely basis.  Provides direct assistance as required to Director of Contracted Services and Paratransit Services Contract Administrator.  Collects, organizes, records, and verifies accuracy of data and information.  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.   Receives, screens, and refers calls and visitors to appropriate personnel.  Administers and maintains maintenance management computer database and functions as the technical liaison to the Database Administrator for resolution of all technical issues.

Essential Job Functions:

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

• Provide administrative support for the Paratransit Advisory Committee (PAC)
• Auditing of paratransit, ferry, microtransit and Naval Base Circulator contracted services billing in accordance with contracts.
• Creation and management of Contracted Services Key Performance Indicators (KPIs)
• Requisition entry into HRTs financial system.
• Ensure proper data is received for NTD reporting from service providers.
• Track Contracted Services department budgets.
• Maintaining access to and working knowledge of any software utilized by contracted service providers, focusing on those needed to verify services provided. (ex. Via’s VOC, ADARIDE)
• Paratransit admin support (as needed), ex. processing of eligibility determinations, customer sanction letters, and appeal processes.
• Coordination of the annual review of HRT policies pertaining to contracted services.
• Tracking of customer service complaints pertaining to contracted services.
• Communicating with customers regarding contracted services including outreach opportunities to assure accuracy prior to processing.
• Completes special reports; researches and organizes information and data files.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures.
• Responsible for coordinating the records management effort within the department.
• 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
• Performs other duties as required.

Required Knowledge, Abilities and Skills essential to Job Functions:

The Administrative Coordinator receives limited supervision from the Director of Contracted Services and Operational Analytics. 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 clerical and secretarial techniques and practices.  Knowledge of the activities, functions and organization of TDCHR.  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 Office (D365, Word, Excel, Access, PowerPoint, Outlook), PeopleSoft, Adobe Reader

Records Coordinator:

Serve as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with HRT’s “Records Management Policy 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 Director of Bus Maintenance and all department members on records management including paper, electronic records, photos, news articles, and other items.

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; 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. Three years of secretarial or office experience.

Licenses or Certificates:

A valid Virginia Driver’s License. 

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.  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.