What are the responsibilities and job description for the Administrative Assistant- Operations Planning position at Metropolitan Transportation Authority?
Description
Position at MABSTOA
Job Information
Title: Administrative Assistant
First day of Posting 02.05.2025
Last day of Posting Open Until filled
Department: Operations Planning
Authority MABSTOA
Reports To: Director, Finance and Administration
Work Location: 2 Broadway
Hours of Work 9AM to 5PM
Summary
This position is responsible for the coordination and provision of administrative and professional as well as special project support to the Office of the Chief in Operations Planning Department. The successful candidate is expected to be a self-starter and demonstrate sound judgment and discretion in performing of all tasks.
Compensation:
$61,565 - $78,414 – New Hire Rate - $53,532
NYCT - TWU L100 C&S -OA-REP
Responsibilities may include but are not limited to:
Provide administrative and professional support on all issues within the office.
Perform responsible and difficult administrative and secretarial duties involving the use of independent judgment and personal initiative
Directly handle all aspects of file management, including file retrieval archiving files in accordance with relevant retention policies and assisting with file room inventory procedures. Utilizing knowledge of various computer applications; collect and analyze, update, correct, and extract information from various department database systems
Manage and maintain effective record keeping and organize files to collect information for future use
Assist with the processing of authorizations, retention of records and invoices
Respond to requests and inquiries from staff, effectively present information in person, by e-mail, or on the MSTEAMS to the staff
Additionally, the incumbent may interface with the Pass Unit to request updates or replacements for employee passes and coordinate the retrieval of passes from terminated employees
Assist with Order supplies and material, and special projects as assigned by OP management
Furthermore, the incumbent will support the Office of the Chief managers and may coordinate and organize special events, such as employee recognition ceremonies and special internal training programs. Additional duties may be assigned as necessary.
This position demands exceptional integrity, efficiency, and attention to detail, ensuring the seamless execution of administrative processes within the organization
Education and Experience
A Baccalaureate degree from an accredited college; OR
An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR
A high school diploma or equivalent and four (4) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR
A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.
A high school diploma or equivalent and four (4) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR
A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.
Desired Skills
Strong business acumen, with proven ability in data analysis and interpretation
Must possess related administrative experience in a fast-paced environment
Strong administrative and organizational skills with the ability to perform multiple tasks simultaneously in a high-volume environment while maintaining accuracy and meeting deadlines
Effective written and verbal communication skills
Must possess proficient computer skills with working knowledge of Microsoft Office Suite (Word, Excel, Outlook, etc.
Understands the power of teamwork and demonstrate strong interpersonal skills in collaborating with coworkers to provide service
Must possess the ability to handle confidential information in a professional manner
Other Information
Pursuant to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policy making position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the “Commission”).
Equal Employment Opportunity
MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.
The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply
