Administrative Assistant

Opening:

The Metropolitan Transportation Authority is North America's largest transportation network, serving a population of 15.3 million people across a 5,000-square-mile travel area surrounding New York City, Long Island, southeastern New York State, and Connecticut. The MTA network comprises the nation’s largest bus fleet and more subway and commuter rail cars than all other U.S. transit systems combined. MTA strives to provide a safe and reliable commute, excellent customer service, and rewarding opportunities.

Position Objective:

Performs diversified administrative duties and support services to a Department Head.  Can include some secretarial type functions.  Generally operates with confidential/sensitive material and information facilitating prompt, courteous and substantive communication between the Chairman, Chief of Staff, MTA staff, Agency Presidents and their staff. Position requires considerable knowledge of the company, the business needs of their supervisor, and preferred methods of operations for the given department.

Responsibilities:

• Supports both HQ Safety and Security towers
• Acts independently or under very limited supervision in performance of duties.
• Plans and carries out assigned administrative functions (i.e.: scheduling, coordination of meetings, record keeping, etc.)
• Monitors department budget and may take an active role in developing budget.
• Composes and types routine letters and memoranda. Monitors and orders supplies for department.
• Performs general secretarial duties such as answering inquiries, taking messages, routing correspondence, receptionist duties, screening telephone calls and furnishing information, when possible, to maximize supervisor’s time.
• Makes all travel arrangements for supervisor, processes all expense reports for meetings and travel.
• Uses independent judgment in prioritizing projects, assists in maintaining work priorities in department by follow-ups, status reports and feedback.
• Maintains files and keeps track of important department documents.
• Proofreads and organizes documents.
• Maintains and updates reference materials.
• Performs as liaison for supervisor within department by doing project follow-ups, and expediting workflow.
• Assists in overall efficient operation of office by performing numerous clerical maintenance operations.
• May be required to take dictation.
• Performs software spreadsheet work on applications such as, but not limited to, the Microsoft Office Suite.
• Other duties as assigned.

Required Knowledge/Skills/Abilities:

• Familiarity with local governments and how they interface with the MTA
• Familiarity with public sector administration policies
• Ability to work under pressure
• Thorough knowledge of written and spoken English
• Ability to work effectively with limited supervision
• Ability to prioritize work projects
• Ability to give clear work directions
• Flexibility and understanding when dealing with outside and internal customers

Required Education and Experience:

• High School Diploma plus 7 years or more business experience, or a college degree (for equivalent) plus 3 years or more business experience
• Strong knowledge of MTA’s administrative and management policies and procedures
• Working knowledge of computers and use of Microsoft Office Suite
• Good written and verbal communication skills
• Good understanding of the inner workings and functions of the department that the incumbent is assigned to.
• Strong general secretarial skills
• Excellent interpersonal skills

General

• Familiarity with local governments and how they interface with MTA
• Familiarity with public sector administration policies
• Ability to work under pressure
• Thorough knowledge of written and spoken English
• Ability to work effectively with limited supervision
• Ability to prioritize work projects
• Ability to give clear work directions
• Flexibility and understanding when dealing with outside and internal customers

Other Information

According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking 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 those concerning veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.