Administrative Assistant- Operations Planning

Metropolitan Transportation Authority (MTA); New York (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Assistant to support the Operations Planning Department. In this role, you will coordinate administrative tasks and special projects, ensuring a seamless workflow. The ideal candidate will possess strong organizational skills and a keen eye for detail, capable of handling multiple priorities in a fast-paced environment. You will engage with various stakeholders, manage records, and contribute to special events, all while upholding the highest standards of integrity and professionalism. This is a fantastic opportunity to join a dynamic team and make a meaningful impact in a vital public service organization.

Qualifications

• Baccalaureate degree or equivalent experience required.
• Minimum one year of administrative experience necessary.

Responsibilities

• Provide administrative support and manage file systems effectively.
• Assist with processing authorizations and coordinating special events.

Skills

Data Analysis

Organizational Skills

Communication Skills

Interpersonal Skills

Confidentiality Handling

Education

Baccalaureate degree

Associate degree

High school diploma

Tools

Microsoft Office Suite

Job description

Administrative Assistant- Operations Planning

Job ID: 10464

Business Unit: MABSTOA

Location: New York, NY, United States

Regular/Temporary: Regular

Department: NYC Transit Authority

Date Posted: Feb 5, 2025

Description

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 all tasks.

Compensation:

NYCT - TWU L100 C&S -OA-REP

Responsibilities may include but are not limited to:

1. Provide administrative and professional support on all issues within the office.
2. Perform responsible and difficult administrative and secretarial duties involving the use of independent judgment and personal initiative.
3. 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. Utilize knowledge of various computer applications to collect, analyze, update, correct, and extract information from various department database systems.
4. Manage and maintain effective record keeping and organize files to collect information for future use.
5. Assist with the processing of authorizations, retention of records, and invoices.
6. Respond to requests and inquiries from staff, effectively presenting information in person, by e-mail, or on MSTEAMS.
7. Interface with the Pass Unit to request updates or replacements for employee passes and coordinate the retrieval of passes from terminated employees.
8. Assist with ordering supplies and materials, and special projects as assigned by OP management.
9. Support the Office of the Chief managers and 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.

Desired Skills

1. Strong business acumen, with proven ability in data analysis and interpretation.
2. Related administrative experience in a fast-paced environment.
3. Strong administrative and organizational skills with the ability to perform multiple tasks simultaneously in a high-volume environment while maintaining accuracy and meeting deadlines.
4. Effective written and verbal communication skills.
5. Proficient computer skills with working knowledge of Microsoft Office Suite (Word, Excel, Outlook, etc.).
6. Strong interpersonal skills in collaborating with coworkers to provide service.
7. 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”).

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.