Administrative Specialist 3

Description

• Provide administrative support to the Information Technology department including but not limited to typing, copying, mail distribution (incoming and outgoing), ordering and distribution of office supplies, photocopying, scanning, scheduling meetings and conference room bookings  
• Prepare, update and maintain records for the department including but not limited to corporate records management, space planning, departmental vehicles/driver’s license monitoring, contractor passes, telephones and building maintenance 
• Prepare, update and maintain Word documents, Excel spreadsheets, PowerPoint presentation and Visio diagrams for the IT Leadership team 
• Lead and/or supervises other Administrative Specialists; backfills others when needed 
• Work with other senior staff members on a daily basis 
• Plan, coordinate and prepare various budget documentation and reports on expenditures which may include the annual budget, mid-year forecast, MTA Technology Plan, etc. 
• Perform financial analysis of IT operating, operating capital and any other IT related project expenditures, issuing appropriate budget vs. actual reports 
• Maintain records/data to support various Information Technology administrative activities including tracking, reporting requirements and contract supervision 
• Prepares procurement requisitions for consulting, training, software/hardware purchases as well as maintenance 
• Maintain control of special material requisitions, purchase orders, receiving documents and receipting of invoices in PeopleSoft. 
• Addresses payments of non-Purchase order invoicing including MTA chargebacks. 
• Enter payroll for time and attendance reporting, payroll processing and personnel administration document processing 

• Excellent organizational and customer service skills 
• Excellent interpersonal verbal communication skills 
• Strong writing skills, including the ability to develop and maintain clear, accurate documentation 
• Knowledge of, or ability to quickly learn Timekeeping functions 
• Strong demonstrated PC skills specifically with Microsoft Excel, Word, PowerPoint, Access and Visio with the ability to learn new software 
• Strong attention to detail, analytical and problem solving skills 
• Must be able to function effectively under changing and multiple priorities in a fast paced environment 
• Well organized and demonstrate the ability to address multiple tasks simultaneously 
• Ability to work independently and/or with minimal supervision with the ability to meet deadlines 
• Ability to work effectively with all levels of Information Technology Staff as well as outside vendors and various MTA units 
• Must be able to maintain a high level of integrity and confidentiality 
• Self-starter, self-motivated and reliable performer who can quickly grasp and manage assignments 
• Must possess a thorough knowledge of corporate policies and procedures 

• Bachelor’s degree in finance, accounting or a minimum of 7 years’ experience processing hardware, software and service requests, along with maintaining various financial spreadsheets.