Administrative Assistant/Sr. Administrative Assistant - TORTS - Metropolitan Transportation Authority : Job Details

Position at MABSTOA

Job Information

Title: Administrative Assistant/Sr. Administrative Assistant

First Date of Posting: 04/17/2024

Last Date of Filing: Until Filled

Authority: OA/TA

Department: General Counsel

Division/Unit: Torts

Reports to: Assistant General Counsel or Director of Legal Support

Hours of Work: 9AM-5PM

Compensation:

Administrative Assistant: $61,565- $78,414 (Represented by TWU; New Hire: $53,532)

Senior Admin. Assistant: $76,200 - $101,264 (Represented by TWU; New Hire: $66,262)

TA APPLICANTS MUST BE IN A PERMANENT CIVIL SERVICE STATUS IN THE TITLE(S) OF Principal Administrative Assistant. IF YOU ARE ON AN ESTABLISHED LIST, YOUR LIST NUMBER MUST BE REACHABLE TO BE CONSIDERED FOR APPOINTMENT.

Summary:

This position is responsible for assisting with the daily administrative functions of the Law Department's Torts Division which is responsible for handling a high-volume of personal injury and property damage claims and lawsuits. Responsibilities include providing administrative, record keeping and general office support. The successful candidate is expected to be a self-starter and demonstrate sound judgment and discretion in performing of all tasks.

Responsibilities:

* 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.

* Enter data into various department database systems.

* Manage and maintain effective record keeping and organize files to collect information for future use.

* Assist with the processing of authorizations, retention of experts and invoices.

* Work independently and collaboratively as part of a litigation team

* Assist in the business goals of the MTA Legal Dept. in whatever manner as required by the General Counsel and Deputy General Counsel - Torts.

* Perform other duties as required to maintain current workflow within the unit.

Education and Experience

SENIOR ADMINISTRATIVE ASSISTANT

1.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

2.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

3.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

4.A satisfactory equivalent combination of education and experience. However, all candidates must possess the two (2) years of administrative experience as described above.

ADMINISTRATIVE ASSISTANT

1.A Baccalaureate degree from an accredited college; OR

2. 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

3. 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

4. A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.

PRINCIPAL ADMINISTRATIVE ASSOCIATE

Duties and Responsibilities

This class of positions utilizes manual and automated office systems and encompasses responsible office, supervisory or administrative work of varying degrees of difficulty and with varying degrees of latitude for independent initiative and judgment. There are three Assignment Levels within this class of positions. The following are typical assignments within this class of positions. All personnel perform related work and when necessary, perform the duties of lower-level titles and Assignment Levels. May analyze and resolve issues relating to such work.

Assignment Level I

Under general supervision, with some latitude for independent initiative and judgment, performs one or more of the following or similar difficult and responsible supervisory or administrative functions:

Supervises and trains the staff of a large office engaged in routine clerical activities or supervises the staff of a small office engaged in departmental or administrative activities.

Supervises and trains the staff of a small office engaged in data entry or such personnel functions as payroll processing, timekeeping, or employee benefits administration.

Supervises and trains a group or section of subordinate personnel in the clerical and related activities performed in an income maintenance center.

Performs difficult and responsible administrative or management work, including work related to budgeting and work that is required for the conduct of hearings, control processing, and integrity of dispositions of parking violations.

Under direction, performs difficult and responsible administrative work in the capacity of secretary to or assistant to a manager or high?level executive.

In the temporary absence of supervisor, may assume the duties of that position.

Assignment Level II

Under direction, with considerable latitude for independent action or decision, performs difficult and responsible supervisory, analytic, or administrative work in any of the above described settings in a larger or more complex operation.

In the temporary absence of supervisor, may assume the duties of that position.

Assignment Level III

Under general direction, with wide latitude for the exercise of independent initiative and judgment performs exceptionally difficult and still more responsible supervisory, analytic or specialized administrative or management work in any one or more of the settings described in Assignment Level I in the largest and most complex operations; or supervises an exceptionally large office engaged in routine activities, or supervises a very large office engaged in departmental or administrative activities. Performs appropriate duties in a personnel program headed by an employee of higher rank.

In the temporary absence of supervisor, may assume the duties of that position.

Qualification Requirements

* A baccalaureate degree from an accredited college and two years of satisfactory full?time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or

* An associate degree or 60 semester credits from an accredited college and three years of satisfactory full?time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in ?1? above; or

* A four?year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and four years of satisfactory full?time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in ?1? above;

* Education and/or experience equivalent to ?1?, ?2?, or ?3? above. However, all candidates must possess the one year of administrative or supervisory experience as described in ?1? above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in ?1? above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

Selection Method:

Based on evaluation of education, skills, experience, and interview.

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 applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.