Administrative Specialist 3

Job ID: 8694

Business Unit: MTA Headquarters

Location: New York, NY, United States

Regular/Temporary: Regular

Department: Resource Planning & Marktplace

Date Posted: Sep 5, 2024

Description

Job Title: Administrative Specialist - Level 3 (TCU Represented)
Deadline: 09/12/2024
Salary: Level 3: Step 1: $69,092 Step 7: $98,703
Dept./Div: MTA IT/Planning, Resources, & Business Services
Agency : MTA Headquarters
Location: J amaica JCC
Hours: 9:00 am - 5:00 pm (8 hours/day) or as required
Reports To: Manager Tech Investment Planning & Resource

**This position is open to MTA employees only.**

This position is eligible for two days of telework per week. New hires are eligible to apply 30 days after their effective date of hire.

Summary

The primary purpose of this position is to provide overall administrative support within the Information Technology Department. These duties include but are not limited to procurement, budgeting, human resources, timekeeping and payroll processing. Manage the staff to ensure proper procedures are in place and that the IT department is in compliance with those procedures. Prepare, update and coordinate various presentation materials utilizing the Microsoft Office suite. Schedule meetings and conference room bookings for the MTA IT office/facility.

Responsibilities

Level 3

• 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
• Prepare, update and maintain 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
• Prepare, update and maintain Word documents, Excel spreadsheets, PowerPoint presentation and Visio diagrams for the IT Leadership team
• Lead and/or supervises other Administrative Specialists; backfills others when needed
• Work with other senior staff members on a daily basis
• Plan, coordinate and prepare various budget documentation and reports on expenditures which may include the annual budget, mid-year forecast, MTA Technology Plan, etc.
• Perform financial analysis of IT operating, operating capital and any other IT related project expenditures, issuing appropriate budget vs. actual reports
• Maintain records/data to support various Information Technology administrative activities including tracking, reporting requirements and contract supervision
• Prepares procurement requisitions for consulting, training, software/hardware purchases as well as maintenance
• Maintain 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

Qualifications

Level 3

• Excellent organizational and customer service skills
• Excellent interpersonal verbal communication skills
• Strong writing skills, including the ability to develop and maintain clear, accurate documentation
• Knowledge of, or ability to quickly learn Timekeeping functions
• Strong demonstrated PC skills specifically with Microsoft Excel, Word, PowerPoint, Access and Visio with the ability to learn new software
• Strong attention to detail, analytical and problem solving skills
• Must be able to function effectively under changing and multiple priorities in a fast paced environment
• Well organized and demonstrate the ability to address multiple tasks simultaneously
• Ability to work independently and/or with minimal supervision with the ability to meet deadlines
• Ability to work effectively with all levels of Information Technology Staff as well as outside vendors and various MTA units
• Must be able to maintain a high level of integrity and confidentiality
• Self-starter, self-motivated and reliable performer who can quickly grasp and manage assignments
• Must possess a thorough knowledge of corporate policies and procedures

Education and Experience

Level 3

• A four-year high school diploma or its educational equivalent (GED) approved by a State's Department of Education or recognized accredited organization or minimum of five years related administrative level experience, including knowledge of policies and procedures, payroll processing, procurement processes/systems, budget/financial system data input
• Bachelor's degree in finance, accounting or a minimum of 7 years' 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.