Administrative Assistant Series (MSE)
Description
Job Information
Administrative Assistant Series (MSE)
First Date of Posting: 3/20/2025
Last Date of Posting: 4/10/2025
Authority: OA / MTA Bus / TA
Department: Regional Bus Company
Division/Unit: Maintenance, Support & Engineering
Reports to: Various
Work Location: Various
Hours of Work: As required
Salary Range:
Senior Administrative Assistant (OA - Represented by TWU) TWU L100: Min: $76,000 Max $101,264 (New Hire Rate $66,262)
Administrative Associate (OA - Represented by TWU) TWU L100: Min: $68,879 Max $87,063 (New Hire Rate: $59,895)
Administrative Assistant (OA - Represented by TWU) TWU L100: Min: $61,565 Max $78,414 (New Hire Rate: $53,532)
Senior Administrative Associate (MTA Bus - Represented by TWU) TWU L100: Min: $63,039 – Max:
$79,683
Administrative Associate (MTA Bus - Represented by TWU) TWU L100: Min: $56,343 – Max: $71,768
Administrative Assistant (MTA Bus - Represented by TWU) TWU L100: Min: $51,085 – Max: $69,734
Responsibilities:
The incumbent will provide administrative support, day-to-day routine, and non-routine office functions for the Maintenance Support & Engineering Department. Responsibilities include but not limited to answering the telephone for executive staff; maintaining and updating calendar, scheduling meetings, preparing materials for meetings, providing reminders of items that are due in a timely fashion; and creating spreadsheets, documents, and reports; compose routine memos and correspondence; maintain departmental filing system log, retrieve, and ensure that follow-up actions are completed while managing the departmental files. The incumbent is also responsible for clerical support for the department, including: collection and distribution of mail; distributing, auditing, and processing timesheets and sign-in books; maintaining list of wireless devices assigned including ordering new devices and sending devices for repair; ordering and maintaining office supplies and company card charges; processing U-Reqs; maintaining employee personnel files; maintaining vacation schedules for the department; assisting managers with updating various reports as needed.
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 Associate
1. A Baccalaureate degree from an accredited college AND one (1) year 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 three (3) 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 in 1 above; OR
3. A high school diploma or equivalent and five (5) 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 in 1 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
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
- A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.
Desired Skills
- Demonstrated experience performing administrative work and ability to meet deadlines and exercise discretion and confidentiality.
- Excellent written, verbal, and grammatical skills.
- Familiarity with the agency’s organization, functions, programs, policies, and work procedures is desirable.
- Strong PC skills, including Word, Excel, Access, PowerPoint, etc.
- Ability to interface effectively with senior management, staff, MTA affiliates, and external organizations.
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 background, experiences, and abilities, including military service members to apply.