Administrative Specialist 1
Description
Job Title: Administrative Specialist Level 1
Reports to: Director, IT Telecommunications Services & Expenses Management
Salary Range: $57,100 - $81,572
Dept/Div: Information Technology
Location: 2 Broadway, New York, NY 10004
Hours of Work: 7.5 work hours/day
Application Deadline: 12/27/2024
**This position is open to MTA employees only.**
SUMMARY
The primary purpose of this position is to provide overall administrative support within the Information Technology Department. These duties include preparing, updating, and coordinating various presentation materials utilizing the Microsoft Office suite; schedule meetings and conference room bookings for the MTA IT office/facility. Duties may also include supporting procurement, human resources, budgeting, timekeeping and payroll processing. Schedule meetings and conference room bookings for the MTA IT office/facility.
**This position is represented by the Transportation Communications Union (TCU).**
RESPONSIBILTIES
- Provide administrative support to the Information Technology department including but not limited to typing, copying, mail distribution (incoming and outgoing), ordering and distribution of office supplies, photocopying, scanning, scheduling meetings and conference room bookings
- Assist in preparing, updating and maintaining records for the department including but not limited to corporate records management, space planning, departmental vehicles/driver’s license monitoring, contractor passes, telephones and building maintenance
- Assist IT Leadership team in preparing, updating and maintaining Word documents, Excel spreadsheets, and PowerPoint presentations
- Work with other Administrative Specialists and other senior staff members on a daily basis
- Assist with various budget documentation and reports on expenditures which may include the annual budget, mid-year forecast, MTA Technology Plan, etc.
- Assist with financial analysis of IT operating, operating capital and any other IT related project expenditures, issuing appropriate budget vs. actual reports
- Assist in maintaining records/data to support various Information Technology administrative activities including tracking, reporting requirements and contract supervision
- Assist in preparing procurement requisitions for consulting, training, software/hardware purchases as well as maintenance
- Assist in maintaining control of special material requisitions, purchase orders, receiving documents and receipting of invoices in PeopleSoft.
- Addresses payments of non-Purchase order invoicing including MTA chargebacks.
- Enter payroll for time and attendance reporting, payroll processing and personnel administration document processing
KNOWLEDGE, SKILLS AND ABILTIES
- Good organizational and customer service skills
- Good interpersonal verbal communication skills
- Basic writing skills, including the ability to develop and maintain clear, accurate documentation
- Knowledge of, or ability to quickly learn new technology functions
- Knowledge of PC skills specifically with Microsoft Excel, Word, and PowerPoint with the ability to learn new software
- Attention to detail, analytical and problem-solving skills
- Well organized and ability to multi-task
- Ability to work in a team environment
- Ability to work effectively with all levels of Information Technology Staff as well as outside vendors and various MTA units
- Ability to maintain a high level of integrity and confidentiality
- Reliable performer who can grasp and manage assignments
- Working knowledge of corporate policies and procedures
EDUCATION AND EXPERIENCE
Qualifications:
- Bachelor’s degree in finance, accounting or a minimum of 1 year of experience processing hardware, software and service requests, along with maintaining various financial spreadsheets.
Other Information
This is a resume-based position in the collective bargaining unit represented by the Transportation Communications Union (TCU) and will be governed by the terms of the associated TCU collective bargaining agreement for IT employees. As such, candidates selected for this position will be represented by TCU and be on MTA payroll. In addition, candidates selected may be required to work at any MTA Agency location.
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.