Administrative Assistant - Executive Office - Metropolitan Transportation Authority : Job Details

Position at Long Island Rail Road

Title: Administrative Assistant - Executive Office

Department: President's Office

Post Date: 12/18/2024

Close Date: 12/24/2024

Hay Point Evaluation: 496

Salary Range: $79,694 - $104,599

Position Classification: Non -Safety Sensitive

Location: Queens

Reports To: Executive Vice President - Administration

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 for the coordination and provision of administrative and professional as well as special project support to the Vice President Operations Support & Organizational Planning, Executive Vice President - Administration, and the Chief of Staff. This position serves as a liaison and first point of contact for Executive Staff with the President's office, MTA Headquarters, department heads, the general public and other LIRR personnel. This position will also be responsible for the oversight and coordination of all deliverables, inclusive but not limited to projects, reporting, and requests for information for the office of the Vice President Operations Support & Organizational Planning, Executive Vice President - Administration, and the Chief of Staff including directing, tracking, and monitoring deliverables from each of the operating departments' analytical groups to provide operational statistics as required.

RESPONSIBILITIES:

Responsibilities may include but are not limited to:

* Provide administrative and professional support on all issues within the office, prepare letters, directives, and notices for Executive Staff. Develop and maintain filing systems, scheduling of appointments, calls, and direct and coordinate special requests from other LIRR departments. Provide direction and guidance to other administrative staff within the department.

* Provide the necessary support and follow-up for executives on various issues impacting departmental initiatives and operations. Maintain various tracking matrices to ensure accuracy and timely responses. Examples may include: reviewing and analyzing data and coordinating follow up action.

* Review and disseminate all correspondence to appropriate staff members requiring comments/review or investigation. Conduct follow up with various stakeholders and facilitate responses for and as directed by Executive Staff.

* As directed, in the absence of Executive staff, handle problems/issues and resolve departmental matters. Prepare special reports and projects as directed by Executive Staff.

* Coordinate various departmental functions and activities requiring the executive review such as reviewing, analyzing, and approving department head mileage; approving, editing, and notating information in Kronos for all executive direct reports to ensure punch compliance. Conduct and facilitate meetings; develop presentations for meetings such as compiling data regarding current and future train service and provide oversight of departmental performance metrics and the goals process.

* Prepare all documentation for travel and other events for Sr Staff.

* Represent Executive staff, as directed, in various capacities as requested.

* Approve requisitions and process invoices (PeopleSoft) from all operating departments and direct report staff while keeping track of costs to ensure budgetary compliance and ensuring orders have the appropriate justification.

* Conduct and facilitate meetings with various departments regarding project timelines/deadlines, succession planning initiatives, and creating and facilitating policies and procedures on behalf of the executive staff.

* All other duties as assigned including but not limited to providing President's Office coverage as needed.

* Ensure a safe working environment and adherence to guidelines of company safety policies and procedures. Lead by example.

QUALIFICATIONS:

A). Required

* Associate's degree in Business or related field: demonstrated, directly related experience/education may be considered in lieu of degree. In lieu of degree, must possess a minimum of 7 years of experience in an executive administrative capacity.

* Must have a minimum of 5 years of experience in an executive administrative capacity

* Must have extensive knowledge of organizational functions, policies, and procedures, and record-keeping procedures for correspondence control.

* Must possess knowledge and experience with budget, procurement, and internal control process.

* Must possess sound judgement, analytical, administrative, organizational, and problem-solving skills.

* Must be able to prepare comprehensive reports, provide analysis, and present ideas clearly and concisely, both verbally and in writing.

* Must have the ability to exercise considerable judgement and discretion in establishing and maintaining good working relationships with all levels of staff, both within and outside the organization.

* Must be able to organize and prioritize workload and handle all assignments in a confidential manner.

* Must be proficient in Microsoft Office Suite and have experience using PeopleSoft.

* Must be able to handle multiple tasks simultaneously.

* Must be available to work and respond to requests in accordance with an operations environment (24/7).

B.) Preferred

* Bachelor's degree in Business or related field

* Knowledge of LIRR and/or MTA organizational structure.

* Familiarity with the responsibilities of the LIRR departments.

* Prior experience arranging for official travel and other work-related event planning is preferred.

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.