Procurement Administrative Assistant

Salary Range: $40,000 - $45,000

Coordinates and provides administrative support of day-to-day activities for the Procurement Department. Prepares correspondence and performs a variety of administrative duties. Must meet multiple demands on a timely basis. Provides direct assistance as required to the Director of Procurement. Produces a variety of typed statistical and narrative reports; reviews typed materials for accuracy of grammar, spelling, punctuation, and format and makes corrections. Provides ongoing communication to HRT employees as required. Receives, screens, and refers calls and visitors to appropriate personnel. Administers and maintains the Procurement contract database. Recommends and implements adjustments in administrative support resources to meet the demands of the workflow.

Essential Job Functions:

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

• Provide administrative support to the Procurement Department.
• Coordination of the annual review of HRT’s Procurement policies and procedures.
• Creates, updates, and maintains operating manuals of policies, functions, and projects within the Procurement Department.
• Completes special reports; researches and organizes information and data files.
• Assist with special Procurement projects, some of which may have organizational impact.
• Performs imaging and digitizing activities in support of Procurement’s objectives and requirements.
• Follow established procedures to protect the integrity and authenticity of records.
• Support the security of records by following organizational policy.
• Review and update data to increase efficiency of the record repository and perform data normalization, cleanup, and reconciliation activities.
• Assist the Director of Procurement with HRT’s Purchasing Card monthly record reviews and annual audits.
• Prepare and/or coordinate with other departments any documentation required in support of FTA triennial reviews, independent audits, state audits, etc.
• Independently composes letters and other correspondence and reports; prepares a variety of correspondence, reports, memoranda, and other documents.
• Maintains comprehensive calendar of internal and external activities for the benefit of departmental leadership and coordinates meetings and schedules for the department.
• Coordinates with departmental leadership and other agency management in order to ensure timeliness of workflow and submissions for the executive staff, Commission Meetings, external meetings, etc.
• Evaluates existing administrative procedures and makes recommendations for improvements.
• Assists in responding to inquires made by officials, compiles information and maintaining data, follows-up with staff activities, composes and types a wide variety of correspondence and reports, consults file copies and precedent case files as appropriate before composing final product for signature.
• Coordinates and provides input along with other agency groups to ensure that agency-wide document control systems meet the department needs. Maintains manual and/or automated document control and filing system and records for department correspondence.
• 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.
• Works closely with the Director of Procurement to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Director updated.
• Assist with the scheduling of Executive and staff meetings, making appointments, and coordinates requests from both internal staff and external vendors.
• Ensures department-wide coverage and consistency in managing administrative resources and processes.
• Coordinates, plans regularly scheduled meetings with office support staff to resolve common problems such as implementation and consistent application of policies and procedures.
• Manages inventory of offices supplies and proactively ordering more as needed.
• Collects and distributes internal and external mail for the department.
• Facilitate department logistics such as meetings, conference rooms, conference calls, etc.
• Prepare materials used in various presentations, including executive presentations.
• Manage records created and received in compliance with the Hampton Roads Transit Records Management Policy and Procedures.
• All other related duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

• Must be able to work independently.
• Considerable knowledge of clerical and secretarial techniques and practices.
• Knowledge of the activities, functions, and organization of HRT.
• Skill in entering, retrieving, and organizing data using word-processing software.
• Skill in collecting and organizing data and information, in preparing and producing narrative and statistical reports.
• Excellent effective verbal and written skills.
• Ability to organize own work and to work independently.
• Excellent organizational skills and attention to detail.
• Full comprehension of office management systems and procedures.
• Ability to establish and maintain manual and automated records and files. Ability to compile and organize data for information for reports.
• Excellent interpersonal and customer service skills.
• Exemplary planning and time management skills.
• Excellent knowledge of MS Office Suite, specifically Word and Excel.
• Ability to multi-task and prioritize daily workload and meet deadlines.
• Requires high level of discretion and ability to maintain confidentiality.
• Must demonstrate understanding that service and courtesy are of paramount importance in assisting employees.
• Requires high level of patience, diplomacy, tact, and courtesy.

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:

Email – Microsoft Outlook; Microsoft Office – Word, Excel, PowerPoint; Adobe Acrobat Professional, Application Xtender, Microsoft D365.

Safety Responsibility:

Perform all job duties and responsibilities in a safe manner to protect oneself, 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 and a two-year degree or valid certificate in business administration is desirable. Strong communication skills, both oral and written, with sufficient command of the English language to effectively compose and edit documents are important. Any acceptable combination of education, training, and experience that provides the above knowledge, abilities, and skills may be substituted.

Required Experience:

Business and/or secretarial training desirable; must have previous experience as an administrative secretary; must successfully complete word processing, clerical skills, and written communication test. Experience with MS Word, Excel and PowerPoint preferred.

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).

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Non-exempt

Physical Demands:

Work requires some physical effort in the operation of a keyboard device and scanner, filing, moving records in boxes and other containers, lifting standard records storage boxes weighing at least 35 lbs., and climbing stairs to reach file storage areas. 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.

 Unusual Demands:

Work involves multiple demands on a timely basis. Duties may require some seasonal overtime. 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.