Manager-Administration
Description
Job Title: Manager - Administration | Department: Railroad Program Support Dept |
MTA Agency: LIRR | Primary Location(s): Various |
Good Faith Salary Range: $98,781- 123,476 | Position Classification: Safety Sensitive |
Closing Date (if applicable): Open until Filled | |
About your agency: Chartered in 1834, the Long Island Rail Road (LIRR) is the largest, busiest, and oldest continuously operating commuter railroad in the United States. In 2024, this 24/7/365 operation served 75.5 million riders on a system that stretches nearly 120 miles – from Penn Station and Grand Central Madison in Manhattan to Montauk on the eastern tip of Long Island. | |
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.
This position is eligible for telework which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire.
JOB SUMMARY:
The Manager of Administration oversees and coordinates the administrative, financial, and operational support functions for RPS. This role ensures the accuracy and compliance of CTAMS submissions, verifies compliance with daily hours, and maintains records as appropriate. The Manager provides oversight of the department budget and supports RPS project teams with closeouts, requisitions, Yellow Book submittals, and maintaining and updating monthly project reports. This position manages the development and maintenance of departmental presentations, website content, and the integrity and confidentiality of the department's random drug testing list, ensuring all regulatory requirements are met. The role also assists with Human Resource functions, including onboarding and offboarding activities, updating PeopleSoft, and maintaining and updating departmental organizational charts. Additionally, the Manager of Administration leads general administrative coordination, including scheduling, records management, and workflow oversight to ensure that administrative operations run efficiently and effectively in support of the department's goals and project delivery requirements. The Manager oversees the department secretary to ensure all tasks are completed efficiently and performs special projects and tasks as assigned by Senior Management.
DUTIES AND RESPONSIBILITIES:
- Oversees and coordinates administrative, financial and operational support for RPS, ensuring accuracy of CTAMS, daily hours compliance, record maintenance, and adherence to department processes.
- Support RPS project teams with project closeouts, requisitions, Yellow Book submittals and the preparation and monthly updating of project reports.
- Assists with onboarding and offboarding activities, updates PeopleSoft, maintains and updates departmental organizational charts, and supports HR-Related compliance requirements and maintains the Random drug testing list and ensures compliance with all related regulatory requirements.
- Develops and maintains departmental presentations, website content, and related communications materials to support departmental operations and initiatives.
- Leads general administrative operations, including scheduling, document control, records management and workflow oversight to support effective departmental functioning.
- Oversees department secretary, ensuring timely and accurate completion of administrative assignments.
- Select, develop and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary. Review direct reports and approve performance appraisals. Promote safe work practices and provide safe working conditions. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential. Ensure a safe working environment and adherence to guidelines of company safety policies and procedures. Lead by example
- Performs other duties as assigned
- Complies with all policies and standards
- May be required to work hours outside regular work hours, as applicable
- Observes the work performed by contractors, as applicable
- Reviews invoices and approves them if the work has contractual standards, as applicable
- Addresses performance issues with the contractor when possible, as applicable
- Escalates issues to other parties when needed, as applicable
REQUIRED EDUCATION AND EXPERIENCE:
- Bachelor’s Degree in Arts/Sciences (BA/BS) Business, Finance or other related field of study. An additional four years of experience may be considered in lieu of the degree.
- Minimum 3 years related experience preferably in an office management environment, with emphasis on planning, management and/or administration
- Must have strong administrative and analytical skills to support daily operations
- Must be able to prepare comprehensive reports, departmental presentations and analyze data thoroughly to maintain accurate records.
- Must be able to organize, plan work effectively in a fast-paced environment to handle multiple tasks simultaneously using strong leadership skills.
- Must have strong working computer skills in Microsoft applications (Word, Excel, Outlook, Teams, SharePoint and Visio) with knowledge of management systems (Payroll systems and PeopleSoft).
- Must have the ability to provide reports and perform queries for upper management from various databases.
- Must be able to communicate effectively with strong interpersonal, written and oral presentation skills.
- Drivers License is Required
- May be required to travel to attend meetings or training sessions at other MTA facilities or office locations
PREFERRED QUALIFICATIONS:
- Minimum 1 year of experience managing a diverse workforce
BENEFITS:
- Commuting Assistance – based on operating MTA agency (complimentary transportation pass within the MTA’s jurisdiction and tax-advantaged accounts)
- Low Premium – High Quality Health Insurance Plans (lifetime coverage for eligible retirees and their dependents)
- Pension plans and retirement savings accounts for eligible employees
- Generous Paid Time Off and Holidays provided.
- Tuition Reimbursement for eligible employees
- Employee Assistance Programs
- MTA Exclusive Employee Discount Programs
- Work Life Services team and Office of the Chaplains unit
- Employee Resource Groups
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- Layout 1 (mta.info)
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”).
- Actual salary offers may vary based on individual work experience. The annual salary range is subject to change and may be modified at the company’s discretion.
- Employees driving company vehicles must complete defensive driver training once every three years for current MTA drivers; or within 180 days of hire or transfer for an employee entering an authorized driving position.
- Current employees should be in their current position 12 months prior to starting a new role and must possess a satisfactory work history,
- including attendance and discipline record.
- Candidates selected for this position may be placed in a competitive or non-competitive class position based on their qualifications. Qualified candidates who are placed in a competitive class position are eligible for the 55-a Program. Please indicate in your cover letter and in the upper right corner of your resume that you would like to be considered for the position under the 55-a Program. For detailed information regarding the 55-a Program, please visit the following link https://www1.nyc.gov/site/dcas/employment/55-a-program.page
- LIRR: 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.
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EQUAL EMPLOYMENT OPPORTUNITY/ADA DISCLAIMER:
MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including those concerning veteran status and individuals with disabilities.
The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.
If you require reasonable accommodation for a medical condition or disability to participate in the job application or interview process, please notify your MTA representative once you have been contacted regarding the role.