Administrative Assistant Series (Represented by TWU) (Buses)

Administrative Assistant Series (Buses)

This position is responsible for performing the day-to-day administrative duties. The incumbent will perform day to day routine and non-routine office functions which includes but are not limited to the following:

• Perform data entry of attendance into timekeeping systems, process payroll adjustments and discrepancies and conduct payroll/timekeeping audits as required by management.
• Maintain bereavement, military, and jury duty logs.
• File personnel records and bus related records for the transportation and maintenance departments.
• Organize, paper documents/files to be stored onsite and ultimately offsite.
• Process open invoices via the internal Business Service Center.
• Prepare timecards for employees in the maintenance department who are paid on an hourly basis.
• Provide administrative support to departmental staff including but not limited to answering phones and responding to routine questions, scheduling meetings, preparing material for meeting, opening, logging, and distributing mail.
• Create spreadsheets, documents, and reports; compose routine memos and correspondence; maintain departmental filing system; log retrieve and ensure that follow up actions are completed.
• Analyze and review output reports from all data entered for accuracy and completeness. Ensure discrepancies are identified and corrected in a timely fashion.
• Review and process expense reports for accuracy; order, restock and distribute supplies to ensure adequate inventory levels. Collect and analyze data related to invoice payments.
• Post and track certified letters.
• Perform other duties necessary for the smooth and professional operation of the department.

Education & Experience

• Senior Administrative Assistant: A Baccalaureate degree from an accredited college AND two (2) years of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; OR An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college AND four (4) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; OR A high school diploma or equivalent and six (6) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; or A satisfactory equivalent combination of education and experience. However, all candidates must possess the two (2) years of administrative experience as described above.
• Administrative Associate: A Baccalaureate degree from an accredited college AND one (1) year of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; OR An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college AND three (3) 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 in 1 above; OR A high school diploma or equivalent and five (5) 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 in 1 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.
• Administrative Assistant: 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

• Demonstrated experience performing administrative work and ability to meet deadlines and exercise discretion and confidentiality.
• Excellent written, verbal, and grammatical skills.
• Familiarity with the agency's organization, functions, programs, policies, and work procedures is desirable.
• Strong PC skills, including Word, Excel, Access, PowerPoint, etc.
• Ability to interface effectively with senior management, staff, MTA affiliates, and external organizations.

Other Information Pursuant 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 with respect to veteran status and individuals with disabilities. The MTA encourages qualified