Job Description

Job Description

Job Description

Salary: $60,320 - $93,600

SUMMARY

Under general direction, provides a full range of highly complex and varied administrative support to the Executive Director of the Central Virginia Transportation Authority (CVTA); serves as the principal administrative support to the Executive Director and acts as a liaison between the Executive Director and the general public, appointed CVTA boards and committees and other governmental agencies.

ESSENTIAL FUNCTIONS

Schedules meetings for and manages the calendar of the Executive Director and serves as a point of contact between the Executive Director and elected officials, partnering agency heads and business leaders.

Assists in the preparation of monthly agendas for CVTA board meetings. Assembles final agendas for public notice, distribution to members and stakeholders, and posting on the CVTA website.

Prepares correspondence, memoranda, agendas, reports, certificates, presentations and resolutions for the Executive Director as needed; ensures materials and documents for signature are accurate and complete; proofreads all documents for accuracy and completeness. Exercises discretion, responsibility and trustworthiness in handling matters of a confidential nature.

Leads platform development, maintains, and updates database of CVTA contact information.

Maintain all CVTA digital content on website and social media channels. Ensures livestreamed meetings are posted correctly to the agency YouTube channel and are accessible to the public.

Works closely with PlanRVA to process and track employee expenses and vendor invoices ensuring prompt reimbursement. Coordinates with PlanRVA to manage the procurement of supplies and services for the CVTA office in accordance with prescribed processes and policies.

Serves as the FOIA (Freedom of Information Act) officer for the CVTA. Receives and screens inquiries and concerns electronically, by phone and in person, and provides requested information or refers to the Executive Director as appropriate.

Reviews incoming mail and correspondence to determine appropriate distribution and disposition. Makes decisions on administrative matters.

COMPETENCIES

Comprehensive knowledge of standard office practices and procedures with thorough knowledge of Microsoft Office software, including knowledge of word processing, presentation, database and spreadsheet applications. Must have ability to assist others in software and application usage. Must be able to utilize Adobe Acrobat and basic manipulation of WordPress to post and edit CVTA website content. Must be able to manipulate and manage Zoom and Teams platforms for virtual meetings and public participation.

Must develop and have a thorough knowledge of the organization and functions of the CVTA and possess the ability to perform and organize work independently, meeting all deadlines.

Must have excellent verbal and written communications skills to prepare, present and communicate complex ideas effectively. Must have strong business writing skills to prepare correspondence for the Executive Director. Ability to effectively relay general and sensitive in-formation to diverse groups through oral and written methods of communication.

Must be able to coordinate, organize and manage meetings while preparing minutes and maintaining records of the Authority and its advisory committees. Ability to recognize unplanned or special needs during meetings and accommodate such needs with minimal direction or disruption.

Must be able to conduct oneself in a professional manner, be appropriately respectful of the rights of others in the workplace and work cooperatively with co-workers, supervisors, localities, partners and vendors. Must be able to communicate with employees, public officials, and members of the public tactfully and with respect for everyone.

Ability to work independently, but seek guidance when uncertainties arise. Must be able to perform a variety of assigned tasks that may vary from day to day with the ability to adjust routine procedures to accommodate challenges or improve processes.

Must be able to maintain an appropriate work pace, focus on routine and complex tasks without distraction or compromising accuracy, and complete tasks within an expected time frame. Ability to adjust to typical work stressors and maintain composure in stressful situations is essential.

Must be able to work with minimal supervision and be able to recognize unplanned or special needs as necessary and appropriately respond to situations.

Supervisory Responsibility

This position does not include supervisory responsibility on an ongoing basis but may include temporary staff or volunteer supervision and requires coordination of multiple members of staff as project lead or primary individual responsible for a given activity or project. Significant coordination with other staff members is essential.

Position Type/ Expected Hours of Work

This is intended to be a full-time exempt position with expectation of working a standard work week with some flexibility to accommodate deadline specific activities and work life balance. Occasionally early morning, evening and weekend work may be required for specific project deadlines or meetings as job duties demand.

Travel

Some travel within the region for meetings or training is expected. Limited out of region travel may be involved in supporting professional development and representation of the region in state and national events.

EDUCATION & EXPERIENCE

Minimum of a high school diploma or GED plus 7 years of experience in related positions with increasingly responsible executive administrative support work. An associate or bachelors degree will substitute for commensurate years of experience.

Work Environment

PlanRVA is a high energy and deadline driven organization, committed to serving the region. This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, fax machines and filing cabinets.

Additional Eligibility Qualifications

Must be able to assist in preparing conference rooms for meetings, including distributing and setting up materials, creating and managing virtual meeting platforms, and arranging tables for scheduled attendees.

Must be able to hear at a conversational level to answer incoming calls and record minutes of meetings.

Requires the ability to perform basic mathematical calculations using addition, subtraction, multiplication and division.

Work Authorization/ Security Clearance

The position requires completion of a criminal and financial background check.

This position description is not designed to cover or have a comprehensive listing of activities, duties or responsibilities that are needed by the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice.

PlanRVA strives to cultivate and support an inclusive culture among its staff members. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.All employment decisions at PlanRVA are based on agency need, job requirements and individual qualifications, without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, disability, or any other status protected by the laws or regulations applicable in the Commonwealth of Virginia.

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