Description

JOB TITLE: Administrative Assistant
SALARY RANGE: $69,573 - $91,315
HAY POINTS: 432
DEPT/DIV: General Counsel
SUPERVISOR: General Counsel
LOCATION: 2 Broadway New York, NY 10004
HOURS OF WORK: 9:00 am - 5:30 pm (7 1/2 hours/day)
DEADLINE: Open Until filled

In order to protect our employees and continue to provide safe and reliable service to our communities, as of November 14, 2021 we are requiring all new MTA hires to be fully vaccinated against COVID-19 prior to their start date. MTA will consider exceptions for religious and medical reasons, where appropriate. "Fully vaccinated" means you must have both doses of a 2-dose vaccine and two weeks have elapsed since the second dose or have received 1 dose of a 1-dose vaccine and two weeks have elapsed since the dose. Proof of your vaccination status in the form of a CDC vaccine card must be submitted prior to your start date.

The position provides administrative and secretarial support to the MTA General Counsel, as well as other Legal Department attorney staff, and provides overall support to the Legal Department on as-needed basis. Using considerable independence, the position must show initiative, good judgment and discretion performing complex, non-routine administrative and secretarial duties under pressure, while maintaining an efficient work environment, and understanding the highly confidential nature of the position.

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  Provides secretarial support for the General Counsel and other Legal Department attorney staff.
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  Performs word processing, proofreading and clerical tasks with a high degree of accuracy and promptness.
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  Prepares routine memos and correspondence, confidential and sensitive documents.
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  Performs administrative functions, including scheduling/coordination of meetings, record keeping, preparing travel arrangements and travel expense reports.
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  Organizes and maintains filing systems and assists in processing invoices.
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  Supports the departmental staff by providing assistance with various office functions, on an as-needed basis.
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  Acts independently or under very limited supervision in performance of duties.
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  Monitors department budget may take active role in developing budget.
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  Composes and types routine letters and memoranda.
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  Performs general secretarial duties such as answering inquiries, taking messages, routing correspondence, receptionist duties, screening telephone calls and furnishing information, when possible, to maximize the General Counsel's time.
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  Uses independent judgment in prioritizing projects, assists in maintaining work priorities in department by follow-ups, status reports and feedback.
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  Maintains files and keeps track of important department documents.
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  Proofreads, prepares spreadsheets and organizes documents.
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  Maintains and updates reference materials.
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  Performs as liaison for General Counsel within department by doing project follow-ups and expediting workflow.
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  Assists in overall efficient operation of office by performing numerous clerical maintenance operations.
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  Must exercise high degree of independent judgment, discretion, and tact in dealing with persons at all levels of the MTA organization.
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  Requires individual to be discreet, aggressive, energetic, and imaginative
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  Because the position is located in the Chairman's office, the incumbent may also, on as needed basis, provide minimal back-up support to the assistants of the other executives in the Chairman's office.

KNOWLEDGE, SKILLS, AND ABILITIES

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  Familiarity with local governments and how they interface with MTA
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  Familiarity with public sector administration policies
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  Ability to work under pressure
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  Thorough knowledge of written and spoken English
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  Ability to work effectively with limited supervision
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  Ability to prioritize work projects
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  Ability to give clear work directions
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  Flexibility and understanding when dealing with outside and internal customers

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  High School Diploma plus 7 years or more business experience or college degree (for equivalent) plus 3 years or more business experience
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  Strong knowledge of MTA's administrative and management policies and procedures
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  Working knowledge of computers
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  Good written and verbal communication skills
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  Good understanding of inner workings and functions of MTA-HQ Legal Department and a basic understanding of the role of the MTA and its public.
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  Strong general secretarial skills
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  Excellent interpersonal skills
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  Basic knowledge of MS Office (Word, Excel, Access and PowerPoint), Lotus and similar software packages
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  Typing speed 55/60 wpm.
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  Ability to transcribe and summarize notes and minutes of meetings.
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  Ability to maintain confidentiality of information.
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  Ability to work with staff and management personnel in a courteous, cooperative and professional manner.
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  Ability to organize, control, prioritize and follow-up on high volumes of documentation, assignments and reports.

As an employee of MTA Headquarters, you may be required to complete an annual financial disclosure statement with the State of New York, if your position earns more than $105,472 (this figure is subject to change) per year or if the position is designated as a policy maker.

Qualified employees can submit an online application by clicking on the 'APPLY NOW' button from either the CAREERS HOME page or the JOB DESCRIPTION page.

For instructions on completing the online application, go to the MTA intranet site and click on the PeopleSoft Information hyperlink. From there select the User Guides hyperlink to gain access to the "Viewing/Applying for Jobs Online" guide under the Recruiting section of the page.

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.