Job Information
MTA Administrative Assistant to the President in Jamaica, New York
Administrative Assistant to the President
Job ID: 8772
Business Unit: Long Island Rail Road
Location: Jamaica, NY, United States
Regular/Temporary: Regular
Department: President
Date Posted: Sep 9, 2024
Description
Job Information
Title: Administrative Assistant to the President
Department: President’s Office
Open Date: 09/09/2024
Close Date: 09/20/2024
Hay Point Evaluation: 496
Salary Range: $74,006 - $97,133
Position Classification: Non - Safety Sensitive
Location: Queens
Reports To: Executive Assistant to the President
This is a Non-Represented Position.
Please note that this position has been designated as a “Policy Maker” pursuant to the New York State Public Officers Law & the MTA Code of Ethics. As such, you will be required to complete a Financial Disclosure Statement that will be provided to you by the New York State Joint Commission on Public Ethics.
Summary
This position is responsible to provide varied, complex, and often confidential liaison, communication, secretarial and office administrative assistance to the President, and Executive Assistant. Will manage various administrative and secretarial activities for the President, and Executive Assistant to ensure all matters, correspondence, and related items are accurate and delivered on time. Responsible to provide editorial services for the development of documents and the preparation of MTA Board review agenda items and staff summaries.
Responsibilities:
Responsibilities may include but are not limited to:
Provide administrative support to the President and the Executive Assistant to the President. Schedule meetings, maintain calendar and handle other projects as assigned, including the management of travel paperwork and approval process. As well as Control Assessments (CSA) assigned to the President’s Office. Perform other assignments as requested by President and senior management.
Manage the coordination of, assist with format development, editing documents and staff summaries for the monthly Long Island Rail Road Committee Book using Director’s Desk. Compile the final and accurate Joint LIRR/MNR Committee Book so that it is ready for publication by the MTA on Directors Desk.
Recordkeeping and distribution of all correspondence into the Cassie System for appropriate handling and response coordination with Corporate Communications. Including all audits (IG, State, MTA, OSC).
Provide administrative support to the President and Executive Assistant in the administration of all other office activities as directed. Including the handling of bereavement and retirement letters. Projects as assigned.
Order office supplies and Charge Outs from Stores, as necessary. Reconcile the President’s Procurement Card.
Ensure a safe working environment and adhere to guidelines of company safety policies and procedures.
Receive and screen visitor’s telephone calls, emails, etc.; providing information and resolving complaints, which requires the use of good judgment and interpretation of policies and procedures.
IG Correspondence – Intake, log, track and follow up on confidential correspondence from the IG’s Office. Work with Executive Vice President-Administration or designee to make sure an investigation is conducted (if necessary) and report back to the President and IG.
Qualifications
Bachelor’s degree in Business or related field; demonstrated, directly related experience/education may be considered subject to approval
Must possess a minimum of five years directly related administrative experience for a senior executive in a complex work environment, preferably in the public sector.
Must possess a high level of professionalism, strong communication, organization, and administrative skills.
Must have a strong work ethic with an appropriate degree of professional integrity and credibility with ability to maintain confidential corporate issues
Must have strong office administration and advanced secretarial experience including strong working knowledge of office computer applications (i.e., Word, Excel, PowerPoint, Access, Cassie. Outlook, and all Microsoft Suite application and PeopleSoft)
Must have strong letter writing experience with demonstrated grasp of appropriate English grammar, spelling, etc.
Must have the ability to effectively work with all employee levels and further develop strong working relationships to achieve goals.
Must be able to perform effectively under pressure and during crisis situations.
B)
Prior transportation industry related experience is beneficial.
Knowledge of LIRR Corporate Policies and Procedures and MTA All-Agency Policies and Procedures is preferred.
Knowledge of the LIRR and/or MTA organizational structure and elected officials is desirable.
Strong working knowledge of Directors Desk, is desirable.
Other Information
In addition to meeting the minimum requirements of the position, the selection process may include, but is not limited to, a pre-screening assessment (i.e., physical, written and/ or practical evaluation) and interview. Candidates forfeit further consideration in the process if they fail to participate in any step of the process when scheduled. Make-up dates/times will not be given. In addition, LIRR employee applicants must be in their current position for the 12 months immediately preceding the close date of this posting and must possess a satisfactory work history, including attendance and discipline record. A record of more than ten sick days without medical documentation in two of the last three years is considered unsatisfactory attendance. Not all qualified applicants are guaranteed an interview due to the competitive selection process. A medical examination and safety-sensitive drug/alcohol test may also be required.
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.